9-month Fixed Term contract to cover project work and increase to Admin team capacity

Working in-studio 4 days per week / 1 day a week from home by agreement.

The Admin Assistant provides practical, day-to-day support to the Central Admin team, helping keep the office organised and ensuring employees and visitors receive a helpful, reliable service.

During this nine-month appointment, the role will support increased demand for travel bookings, onsite meetings and events, and new starter arrangements. Responsibilities include monitoring the shared admin mailbox, booking travel and accommodation, handling deliveries, preparing meeting spaces and keeping office supplies and refreshments stocked.

Please note that the role summary is non-exhaustive and may require the postholder to complete other responsibilities as required by business priorities.

Requirements

• Previous experience in administration, reception, office support or customer service.
• Experience booking travel or supporting meetings and events.
• Experience working with suppliers, processing orders or maintaining booking records.
• Good organisational skills, attention to detail and the ability to prioritise a varied workload.
• A helpful approach and clear written and verbal communication.
• Confidence using email, calendars, spreadsheets and standard office software.
• A practical approach, with willingness to help with hands-on office tasks and follow requests through to completion.
• Reliability, discretion and the ability to work collaboratively with colleagues across departments.

Responsibilities

• Monitor the shared admin mailbox alongside the team, respond to routine enquiries and route requests to the appropriate colleague.
• Track outstanding requests, follow up agreed actions and flag urgent items or conflicting priorities.
• Maintain accurate booking records, contact lists and admin documents, handling personal and business information confidentially.
• Support document preparation, data entry, scanning, filing and archiving, keeping shared records organised.
• Circulate routine office notices and updates, and provide admin or reception cover for colleagues as agreed.
• Book approved travel and hotels for employees, providing clear itineraries and booking confirmations.
• Compare suitable options to obtain good value, following company policy and agreed spending approvals.
• Support booking changes and cancellations, and retain receipts and booking information for Finance.
• Meetings Events and Visitors
• Manage meeting room bookings, resolve scheduling clashes and arrange catering and refreshments, taking account of attendee numbers and dietary requirements.
• Prepare meeting spaces and clear away afterwards, working with IT or Facilities where support is needed.
• Support the team with event logistics, including venue enquiries, hotels, tickets and attendance information, coordinating requests across departments to avoid duplicate bookings.
• Welcome visitors and coordinate visitor passes and access arrangements through the agreed process.
• Receive and distribute deliveries and post, and arrange outgoing parcels or couriers as required.
• Check and replenish refreshments, fridges, kitchen supplies and stationery, monitoring stock levels and expiry dates.
• Keep shared office, kitchen and meeting areas tidy and ready for use, coordinating with cleaning providers where needed.
• Report maintenance issues, equipment faults and supply shortages to the appropriate colleague or supplier, and follow up progress.
• Support routine supplier administration, including obtaining quotes, raising approved purchase requests and checking delivery notes against orders.
• Maintain purchase and receipt records, and pass invoices or discrepancies to Finance for processing.
• Help coordinate access for approved suppliers and contractors, notifying the relevant host of their arrival.
• Check shared printers and replenish paper and basic consumables, reporting faults to IT.
• Coordinate practical new starter arrangements with the People Team, IT and relevant managers, including workspace readiness and access passes.
• Help new colleagues find their way around the office and understand everyday office arrangements.