Deputy Administration Manager

The skills you will need:

• Fluent in English both verbal and written.
• Solid proven administration, front line, monitoring and control petty cash to pay invoices experiences.
• Relevant degree, diploma, or secretarial course with relevant experience.
• Computer literacy, including Outlook, Word and Excel.
• Well-developed numeracy and calculation skills.

Your New Salary: Up to £50k (depending on experience). Discretionary bonus scheme in place. If a bonus is paid, it will be linked to performance.

Fully Office Based. Perm Start: ASAP. Reports To: Director of Administration Dept.

What You'll be Doing:

• Monitor and control petty cash to pay invoices.
• Check all invoices in detail to ensure no duplicates of payments.
• Make payments and accurately record details of expenditure and keep copy of all invoices and supporting documents in Administration file.
• Monitor refreshments and the office stationery stock and order/purchase items as necessary to ensure sufficient stocks are available at all times.
• Maintain supplier lists and check the market price for all items purchased regularly at least once every quarter to ensure all prices are up to date.
• Responsible for assisting in planning and executing IT related tasks, including supporting system development, implementation, and maintenance.
• Collaborate with teams to identify needs, develop technical solutions, and optimize digital tools for organizational efficiency.
• Liaise with contracted office support staff to provide guidance and ensure acceptable levels of service are provided.
• Raise any issues or concerns with contractor, and if not resolved with Section Head.
• Provide accurate, up to date information on expenditure in Administration to assist Section Head to monitor expenditure.
• Assist as necessary in preparation of regular budget reports and annual budget.
• Assist in maintaining accurate and up to date employee contact details.
• Act as Administration focal point for requests relating to new employees, ensuring timely issue of ID cards, access cards, etc.
• Arrange office maintenance for all departments as per allocated requests from departments.
• Contact contractors to obtain quotes as necessary in accordance with company policy and instruct work in consultation with Section Head.
• Check work is completed on time and to required standard.
• Raise any issues or problems arising with Section Head.
• Liaise with all departmental focal points to schedule access to archive room as and when required.
• Maintain detailed records of access and documents deposited and removed to ensure security of documents and compliance with company policy.
• Act as focal point for Administration to maintain electronic and hard copy filing systems to store and retrieve documents efficiently.
• Maintain accurate and up to date inventory and fixed asset records as per company policy.
• Liaise with departmental focal points to ensure all items are properly checked, recorded and labeled.
• Provide reports to Section Head as required.
• Provide general secretarial and clerical support including but not limited to, arranging meetings, preparing agendas for meetings, filing, photocopying, faxing, mailing and covering reception duties as and when required.