Mailroom Assistant

In Cork; Oxford; Hybrid; GBP 35,000 - 45,000; Full time

Job summary

A respected organisation in Oxford is looking for a Senior Administrative Officer to provide comprehensive support to senior executives. This office-based role involves managing complex schedules, coordinating meetings and travel, and ensuring smooth day-to-day operations. The ideal candidate should have at least 5 years of experience in an executive assistant role and be proficient in Microsoft Office. A supportive work environment with a commitment to professionalism awaits the successful applicant.

Qualifications

• Minimum 5 years of experience in a senior administrative or executive assistant role.
• Proven experience supporting senior management is required.
• Ability to work independently with minimal supervision.

Responsibilities

• Manage complex calendars and scheduling for senior executives.
• Organise and coordinate meetings, including domestic and international travel arrangements.
• Prepare reports, handle correspondence, and manage office resources.

Skills

Organisational skills

Communication skills

Attention to detail

Proficiency in Microsoft Office

Education

NVQ Level 3/4 in Business Administration or equivalent experience

Job description

Mailroom Assistant (Reading)

I am delighted to be working with an amazing charity in search of a Mailroom Assistant for 1-2 weeks. This immediate-start, office based (Reading) temporary role will see you play a key part in ensuring every supporter’s gift counts. We’re seeking a detail-focused, organised team member to support the organisation’s fundraising work behind the scenes.

What you’ll do

• Open and sort daily post from our raffle and cash appeal supporters.
• Categorise donations accurately (credit card payments, cheques, anonymous gifts).
• Manage donation crates, marking them complete and passing them to our processing team for CRM entry.

What you’ll bring

• Strong attention to detail.
• Good organisation and reliability.
• Ability to handle sensitive information responsibly.

What you’ll get

• Training and support.
• A friendly team environment.
• The satisfaction of helping transform donations into real impact.

Sales & Bid Management Administration Support (Farnborough, UK)

Job Title – Sales & Bid Management Administration Support. Job Location – Farnborough, UK. Job ID – 30788. From 11 UK sites, our team of nearly 1,000 people delivers unique capabilities across space, air, land, sea and cyber for military, security and commercial customers worldwide. L3Harris in Farnborough engineer and maintain Night Vision Goggles, Precision Approach Radar systems, and Tactical Radios.

Responsibilities

• Frameworks and Bid Management
  • Manage and maintain company presence on public sector and defence procurement frameworks.
  • Ensure compliance with framework terms and conditions, pricing, and reporting obligations.
  • Monitor opportunities arising from frameworks.
  • Manage all aspects of rapid response proposal development (proposal writing, editing, illustration, production efforts, costing, etc.) from assignment and receipt of RFP through delivery and receipt by the customer.
  • Provide UK input to major bids led by US‑based Bid Manager.
  • Maintain a library of bid assets, templates, and standard content for efficient reuse.
• Sales Administration Support
  • Provide administrative support to the sales and business development team.
  • Schedule meetings, collate material for presentations, and support internal sales reporting processes.
  • Assist with travel arrangements, expense reporting, and coordination of customer visits and events.
• Demo Equipment Management
  • Support the sales team by coordinating requests for demo equipment.
  • Monitor delivery in conjunction with UK and US‑based Demo Equipment pools.
  • Monitor equipment returns, particularly export/import documentation.

What you'll bring

• Proven experience in a similar multifaceted operations or sales support role, preferably in the defence, aerospace, or communications sectors.
• Strong organisational and project management administration skills.
• Excellent written and verbal communication abilities.
• Comfortable working independently and proactively identifying and solving problems.
• Strong attention to detail and ability to manage multiple priorities.
• Proficient in Microsoft Office Suite, and experience with CRM systems.
• A background in the military, defence industry, or government would be highly advantageous.

Important to know

Due to the nature of our work many of our roles require a UK nationality and the ability to obtain a security clearance. Applicants who accept a conditional offer of employment must meet the requirement of right to work in the UK and must meet eligibility requirements for access to classified information and will be subject to government security checks.

L3Harris Technologies is proud to be an equal‑opportunity employer. We are committed to maintaining a workplace that is free from unlawful discrimination and offers equal opportunities for all.

Office Administrator – Executive Support (Reading, Berkshire, UK)

Our client is seeking a proactive and highly organised Office Administrator to provide essential executive support within their busy office in Reading, Berkshire, UK. This role offers a hybrid working arrangement, blending office‑based responsibilities with remote flexibility. You will be the first point of contact for visitors and callers, manage office correspondence, maintain electronic and physical filing systems, and provide comprehensive administrative support to senior management.

Responsibilities

• Manage office reception, including greeting visitors and answering phone calls.
• Handle incoming and outgoing mail and courier services.
• Maintain and organise electronic and physical filing systems.
• Provide administrative support to senior management, including diary management and travel arrangements.
• Prepare reports, presentations, and correspondence.
• Order and manage office supplies and equipment.
• Assist with the organisation of meetings, events, and conferences.
• Liaise with internal departments and external contacts.
• Ensure the office environment is tidy and well‑maintained.
• Uphold confidentiality and discretion in all matters.

Qualifications

• Proven experience in an administrative or office support role.
• Experience providing executive assistance is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to multitask and prioritise effectively.
• Discretion and ability to handle confidential information.
• Proactive and able to work independently.
• Familiarity with office equipment and procedures.

Data Entry Administrator – Health Medical Billing Service Division (Civica)

This is a 12‑month fixed‑term contract, available part‑time in the office and home. You will play a crucial role in our Health Medical Billing Service Division, ensuring accurate and efficient data entry, processing invoices, and maintaining essential office records.

Responsibilities

• Perform administrative duties, including invoicing, inputting payments, and filing in a timely manner.
• Accurately input data into company software to ensure up‑to‑date records.
• Validate and check invoices for discrepancies, ensuring compliance with company policies.
• Maintain office records and assist with general administrative tasks as required to support company objectives.
• Work with your team to problem‑solve skills and the ability to adapt quickly to unexpected situations.

Requirements

• Previous experience in customer service, finance, or administration.
• Excellent problem‑solving skills and the ability to adapt quickly to unexpected situations.
• Proficiency in Microsoft Word, Excel, and Outlook; experience in private healthcare is a plus.
• Strong teamwork and collaboration skills, with a positive and resilient attitude.
• Excellent verbal communication and the ability to convey information clearly and professionally.

Why You'll Love Working with Us

• Diversity & Inclusion: We provide an inclusive, safe, and welcoming environment to all Civicans.
• Focus on Learning: We encourage you to drive your personal development and career.
• Giving Culture: We encourage you to “give back” with benefits such as our Days of Difference leave.
• Flexible Work: We have the technology and tools to support your working in our hybrid environment.

Senior Administrative Officer – Operations Support (Oxford, Oxfordshire, UK)

Our client requires a dedicated and detail‑oriented Senior Administrative Officer to join their busy operations team in Oxford. This office‑based position offers a stable and supportive work environment. The successful candidate will play a vital role in ensuring the smooth day‑to‑day functioning of the department by providing comprehensive administrative support. Key responsibilities include managing correspondence, scheduling meetings, maintaining records and databases, preparing reports, and coordinating with various internal departments and external partners. Strong organisational abilities, excellent communication skills, and proficiency in Microsoft Office Suite are essential.

Senior Administrative Assistant – Hybrid (Reading, Berkshire, UK)

Our client, a prestigious professional services firm, is seeking a highly organised and proactive Senior Administrative Assistant to provide comprehensive executive support. This hybrid role requires a combination of working from home and attending the office in Reading. You will be the lynchpin for a team of senior executives, managing complex diaries, coordinating travel arrangements, preparing essential documentation, and acting as a primary point of contact.

Key Responsibilities

• Manage complex and dynamic calendars for senior executives, scheduling meetings, appointments, and calls, ensuring no conflicts.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and itinerary planning.
• Prepare and edit correspondence, reports, presentations, and other documents with high accuracy.
• Screen and prioritise incoming communications, responding to routine enquiries and flagging critical matters.
• Organise and manage meetings, including preparing agendas, taking minutes, and distributing action points.
• Maintain confidential files and records, ensuring efficient organisation and easy retrieval.
• Act as a liaison between executives and internal/external stakeholders, fostering positive relationships.
• Assist with event planning and logistics for team meetings, client engagements, and office events.
• Handle expense reporting and budget tracking for executive activities.
• Provide general administrative support, including managing office supplies and liaising with facilities management as needed.
• Anticipate the needs of the executives and proactively address potential issues.

Qualifications

• Proven experience as an Executive Assistant or Senior Administrative Assistant, preferably supporting multiple senior individuals.
• Exceptional organisational and time‑management skills, with ability to multitask and prioritise effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Excellent written and verbal communication skills, with keen eye for detail and grammar.
• High level of discretion, diplomacy, and confidentiality.
• Ability to work independently and proactively, with a solutions‑oriented approach.
• Experience working in a hybrid environment and ability to adapt to remote and onsite work.
• Professional demeanour and strong interpersonal skills.
• Familiarity with the professional services sector is an advantage.
• Must be legally eligible to work in the UK.

Senior Administrative Officer – Executive Support (Reading, Berkshire, UK)

Our client, a highly respected organisation in Reading, Berkshire, UK, is seeking a dedicated and highly organised Senior Administrative Officer to provide comprehensive executive support. This hybrid role combines essential on‑site presence for direct support and team collaboration with remote flexibility. Responsibilities include managing complex calendars, coordinating meetings and travel arrangements, preparing reports, handling correspondence, and managing office resources.

Key Responsibilities

• Provide high‑level administrative support to senior executives, including complex diary management.
• Organise and coordinate meetings, conferences, and travel arrangements (domestic and international).
• Prepare agendas, take minutes, and follow up on action items from meetings.
• Draft, proofread, and format correspondence, reports, and presentations.
• Manage incoming and outgoing mail and communications, filtering and prioritising as necessary.
• Act as a liaison between executives and internal/external stakeholders.
• Maintain and organise physical and digital filing systems.
• Conduct research and prepare briefing documents as required.
• Assist with ad‑hoc projects and administrative tasks as assigned.
• Ensure confidentiality and discretion in handling sensitive information.

Ideal Candidate

• Excellent administrative qualifications such as NVQ Level 3/4 in Business Administration or equivalent experience.
• Minimum 5 years of experience in a senior administrative or executive assistant role.
• Proven experience supporting senior management is required.
• Exceptional organisational and time‑management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms (Zoom, Teams).
• Outstanding written and verbal communication skills.
• Strong interpersonal skills, with discretion and professionalism.
• Ability to work independently with minimal supervision and demonstrate initiative.
• Discretion and a high level of professionalism are essential.

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