Office Administrator

Hours: Full-time: 35 hours per week

Contract type: Permanent

Salary: £22,400- £26,200 + 8% pension contribution

Deadline: Monday 25 February 2019 at 9am

Interview Date: During the week starting 4 March 2019

Hours: Full-time: 35 hours per week

Contract type: Permanent

Salary: £22,400- £26,200 + 8% pension contribution

Deadline: Monday 25 February 2019 at 9am

Interview Date: During the week starting 4 March 2019

Job Description


This role is integral to maintaining the smooth running of the office on a day to day basis. It requires a friendly, flexible, supportive and highly reactive person with good attention to detail and the ability to work efficiently to a deadline. This role requires effective juggling of priorities and the ability to deal with problems as they arise.Please note that due to the flexible and reactive nature of this role there may be other tasks not included in the list below.
Office administration:

  • Providing reception service – answering and redirecting calls, receiving post and greeting visitors;
  • Ordering stationery and office supplies;
  • Resolving queries relating to office facilities;
  • Maintaining office files to ensure we are GDPR compliant;
  • Undertaking general office admin, e.g. distribution of post, data input ;
  • Providing support for internal events e.g. Christmas party and conferences;
  • Supporting large mail outs;
  • Being a point of contact for external suppliers;
  • Responsible for the distribution and monthly reconciliation of petty cash and stamps;
  • Liaising with the landlord on repairs, general maintenance and cleaning;
  • Organising team-wide training and meetings and setting up meeting rooms;
  • Ensure that the office is kept clean and tidy;
  • Be a fire warden for office.

Human resources:

  • Assisting with HR documentation, filing and process management (compliant with GDPR);
  • Assisting with recruitment and interview planning;
  • Assisting with input to and maintenance of the HR system.

Information technology:

  • Ensuring printers, photocopiers and other equipment are maintained and supplies are available;
  • Providing 1st line support for our IT and acting as first point of contact with our IT support provider, hardware supplier, printer supplier and telephone company – ensuring that we are getting a good deal and problems are resolved in a timely manner;
  • Ensuring hardware inventory and disposals are maintained and up-to-date;
  • Ensuring all computers, server and network upgrades are made with little or no disruption to staff;
  • Ensuring all hardware is working, reordering items and general fixing of items;
  • Responsible for the document management of SharePoint.

Person specification

We are looking for a passionate, determined individual, with the following experience and skills:


  • High level of attention to detail;
  • Extensive understanding of Microsoft Office suite (ideally Office 365), particularly Word and Excel;
  • Good written and verbal English;
  • Effective troubleshooting and problem solving;
  • Excellent time management and prioritising;
  • Friendly and confident;
  • Enjoys being part of a team but is also able to work autonomously and on own initiative;
  • Great customer service skills;
  • Demonstrable organisational skills;
  • Keen to learn.


  • Knowledge of Salesforce and SharePoint;
  • IT Qualification of Level 1 in Windows (or enjoy building your own computers);
  • Experience of trouble shooting problems with hardware and software (mainly Microsoft);
  • HR administration experience.

A few more details

  • Hours of work: 35 hrs per week with an expectation of some out of hours working
  • Holidays: 25 days per annum, pro rata plus working days between Christmas and New Year, plus statutory bank holidays

How to apply

Please send us an up to date CV and cover letter (your cover letter should be no more than one side of A4). Please describe why you would be perfect for this job. Make sure your application clearly explains your interests and the skills you would bring to the role. Please note that we are unable to progress applications that do not include all of the asked-for information.

We are an equal opportunities employer and welcome applications from all sections of the community.

Don’t be afraid to show your enthusiasm! Please send your CV and a cover letter to Amy Webster at recruitment@shareaction.org by Monday 25 February 2019 at 9am.

Please note:
To be considered for this post you must be legally eligible to work in the UK, due to the size of the organisation we are unfortunately unable to sponsor anyone for a visa.

ShareAction is committed to promoting responsible investment throughout all sectors of society, understanding that the investment industry affects everyone. We welcome anyone who shares our enthusiasm for responsible investment – whether they have experience in the investment system or not. We particularly encourage applications from women, people from ethnic minority backgrounds, people with disabilities and other protected characteristics in underrepresented areas of work. We are happy to make reasonable adjustments to enable disabled candidates to show their suitability for any role.

A bit more about us

ShareAction is a charity which promotes responsible investment by pension funds and other institutional investors. We believe that investment can be a force for good, serving savers and communities, and protecting our environment for the long term. We campaign on specific environmental and social issues that the investment industry has the power to influence, like climate change and workers’ rights. We advocate for policy changes required to enable responsible investment to thrive. We undertake research and rankings to drive up best practice among pension funds and asset managers. And we work with savers to help them push their pension schemes towards more responsible behaviour and sustainable investment practices.