Job Description 

Office Assistant 

Hourly Rate:      JGW+ training allowance 

Line Manager:   Office Administrator 

Purpose:    

To offer administrative support to the Office Administrators and operational teams 

Key Accountabilities: 

• Assisting Office Administrator
• Answering phone, recording & relaying messages
• Maintaining office organisation and cleanliness
• Handle, distribute and store HBT and office supplies
• Create and organise course packs
• Greeting and directing clients and visitors 

Shared areas of responsibility: 

• Health & Safety
• Team support
• Client Relationships
• CPD
• Team Performance
• HB Core Values

Office duties 

• Support Office Administrator
• Maintain office organisation and cleanliness
• Handle incoming calls, enquiries and relay messages to relevant personnel
• Handle, distribute and store HBT and office supplies
• Copy, prepare, organise and store course documentation/packs 

Reception Duties

• Meet and greet clients and visitors
• Assist visitors as required informing the relevant person of arrival immediately
• Receive enquiries with a positive and polite customer service approach, ensuring  all calls and messages taken are passed to the relevant individual in an accurate and timely manner
• Check telephone messages daily, ensuring all messages are passed to the relevant individual in an accurate and timely manner
• Ensure cleanliness and tidiness of working area/s
• Ensure cleanliness, organisation of office including stock, ensuring accordance with Health and Safety
• Post to be checked daily, ensuring all relevant individuals are informed
• Ensure I.T. equipment is stored correctly
• Attend weekly hand-over meetings with office administrator, to discuss upcoming and completed tasks 

Administration

• Provide administrative support to Office Administrator and operational teams
• Attending monthly team meetings where necessary
• Annual archiving of learner files
• Internal & external mail and communications
• Provide administrative cover for other members of the team as required
• To provide administrative support to other departments and functions as required
• Communicating completed task information
• Check office stock on a weekly basis, note any items that require replenishment and quantities remaining, and report to office administrator
• Produce course packs and other copying requirements for Office Administrator

 Shared HBT responsibilities 

• Embrace our culture of pride in and excellence of, individual work  ethic and performance
• Maintain the company’s corporate identity and branding in line with the Corporate Guidelines document and contractual requirements
• Ensure compliance with all HBT policies and procedures
• Maintain & develop positive relationships with all internal and external customers and/or suppliers
• Familiarise yourself with the company Health & Safety policy and set an example of actively promoting a workplace Health & Safety culture at all levels throughout the organisation
• Contribute to individual and team performance
• Be responsible for keeping up to date a Continuous Personal Development
• Comply with GDPR and Data Protection Act in relation to the keeping of client and staff personal data