Office Administrator apprenticeship- Tunbridge Wells

We are looking for a super organised Office Administrator, who is keen to work for a creative agency, eager to learn and be part of our culture.

Vacancy Information

Vacancy Overview

Introduction

Southpaw are a strategic creative communications agency, and we use the science of emotion to build brands. We believe that in order to make people do something you have to make them feel something. Which is why use our blend of neuro-behavioural sciences together with emotion-led creativity to create exceptional work that moves people.

We work with some incredible clients, including Honda, Chambord, Sanctuary Spa, ghd, Estrella Galicia, Diageo, Euro Tunnel Le Shuttle and Ahmad Tea. We are a progressive agency, always striving for the best, and demonstrating true passion about our work, our clients and our colleagues.

We have a special culture at Southpaw, with strong values that we live by every day. We share, train, discuss and challenge each other so you’ll be sure to develop whilst here. Work/life balance is led from the top and we offer support to all staff through a 24-hour employee assistance program ‘Workplace Options’, Mental Health First Aiders as well as plenty of agency events aimed at bringing us together, inspiring and supporting our wellbeing. We also offer flexible working.

We are committed to fostering a culture of Diversity and Inclusion, including how we work with our clients, teams, suppliers and as part of the recruitment process.

So over to you.  Are you good at building rapport with colleagues, clients and suppliers. Are you well organised and able to prioritise your own workload? Are you confident in dealing with clients whether on the telephone or face to face?

We are looking for an enthusiastic, professional and ambitious Office Administrator, who is looking to build their career at a creative company.   Ideally, you will have some telephone and administration experience but above all you will be keen to learn, be super friendly and professional in your approach with people.

We would love to hear from you, if you think you have the skills and traits we are looking for.

The expectations and responsibilities for the role are detailed below and if you like what you see, please get in touch.

Take a look at our website to find out more – www.southpawagency.com

JOB DESCRIPTION

  • Title:                                      Office Administrator
  • Department:                      Finance and Admin
  • Reporting to:                      Finance Manager

General Admin and Reception Responsibilities

  • Provide Front of House cover between 8.30am and 5.00pm, ensuring all incoming calls are answered quickly and transferred to relevant member of staff or department
  • Welcome visitors and notify the appropriate department of their arrival swiftly
  • Ensure that all staff and visitors are signed in and out accurately, for fire regulation purposes
  • Deal efficiently with deliveries and collections via Royal Mail and couriers by liaison with the relevant department and to assist where possible with internal distribution
  • Ensure at all times the quality, professionalism and appearance of the reception area
  • Help maintain a record of staff holidays and sickness on a daily basis
  • Help maintain the telephone system and listings and to reprogram as necessary
  • Adhere to the Agency’s security & fire procedures and maintain accurate records of testing the fire alarm systems and record the regular checks from our suppliers
  • Maintain records of all staff learning and development activity
  • Administering yearly insurance renewals
  • Facilities, general upkeep of building, liaising with trades people on an adhoc basics
  • Supporting the effectively implementation of Southpaw’s COVID risk assessment
  • To undertake office admin duties as required in other departments within Southpaw
  • Undertake such other tasks as may be required from time to time for the smooth running of the department and Southpaw.

Brand Centre Administration Responsibilities 

  • Managing support helpline for users; email and
  • Managing registrations of new users and removal of obsolete
  • Assisting with usage rights requests; liaising with wider Southpaw team, clients and other agencies to establish costs.
  • Assisting with the uploading of new assets within 24 hours of notification including; keyword management, usage rights management, adhering to naming conventions, authoring and publishing notification
  • Updating/archiving/deleting existing assets when
  • Liaising with software provider, Adgistics, where necessary on bugs, user issues, upload matters and client
  • Refreshing and altering division structure when required; updating headings, drop down menus, thumbnail images and hero
  • Creation of monthly site reports for clients

The agency reserves the right to vary or amend duties and responsibilities at any time according to the needs of the agencies business.

Salary

£14,000 - £16,000

Working week

8.30am – 17.00pm. 37.5 hours per week

Employer

Southpaw communications Ltd- The Warehouse Hill Street Tunbridge Wells Kent TN1 2BY

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