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***POST UPDATED 27 February 2014***
We have now filled this position, thank you.
Job Description
Job Title: Office Administrator /  Office Manager job in Manchester

Smoking Gun PR seeks amazing office manager a la Mad Men's Joan Holloway
Smoking Gun PR seeks amazing office manager a la Mad Men’s Joan Holloway

An exciting opportunity to join a renowned public relations agency in central Manchester as it embarks on another year of growth and plans to move to a new city centre office.
Reporting to: Associate Director/MD/Company Director
Job Purpose: To oversee the smooth and professional running of a busy office and its systems. To be the ‘face’ of the company, greeting visitors and being the first point of telephone contact. Carrying out all administration duties for the team and Directors. Assisting in finance and HR functions.
Position Overview
The role of the office administrator is to keep the office running smoothly and assist the PR account teams in their individual roles by supporting them with some key administration tasks. You will be the first point of contact with many clients and suppliers on the phone and in the office so a high standard of communications skills, with a general demeanour that is in keeping with a busy, fast growing PR agency.
The role includes reporting on an informal basis to the company director(s) on a regular basis, or formally as required.
Key Responsibilities and duties
The Office administrator /  Manager is expected to:
Answer and direct incoming telephone calls to the office
Keep all public areas of the office organised and tidy
Distribute and open company post as appropriate
Organise courier services as and when required
Keep stationery supplies topped up and order items when needed
Team Administration
Digitally mounting press cuttings
Compiling media coverage reports and analysis
Scanning articles
Assisting with monthly client reports
Book meetings in diary
Set up meeting rooms for all meetings
Add holidays to calendar
Maintaining HR records and appraisals
Balancing petty cash
Staff Expenses
Debtor Contact
Collating and analysing time sheets
Collating receipts/records of company expenditure for Bookkeeper
SGPR Marketing
Newsletter database updates
Maintaining press cuttings book
Updating agency website content
Booking in/out equipment – laptops/cameras/leads/etc
Managing any arising issues
Adding new users on server
Managing telephone systems
Setting up email groups
Liaising with suppliers
Characteristics, experience and skills required
Previous experience in a similar role of Office/Administration management is highly desirable
Friendly and confident persona with excellent communication skills
Excellent, professional telephone manner
Highly organised and able to juggle multiple tasks
IT literate
Quick learner
Problem solver
Level headed under pressure and experienced in a fast paced environment
Consistently a team player
Willingness to go the extra mile to achieve superb results
Proven software skills (word processing, presentations, spreadsheets, email and databases)
Is able to create new systems and processes with ease
A competitive package is in place dependent on experience, including
Profit / performance related bonus
Annual personal skills development fund
Duvet mornings
Extra day’s holiday for your birthday
Regular social events
If you believe that you have the experience and ability for this role and would like to apply, please send a full CV and covering letter to support your application to jobs(at)
We can offer flexible working hours to the right candidate with family commitments.
This is a permanent role and the above skills and experience are required. The decision of suitability will be based on the information in your CV during the first stage of shortlisting.
We regretfully are unable to provide specific feedback to all applications. If you have not heard from us within 10 working days, your application has been unsuccessful on this occasion. We do however wish you luck in your job search and we would be more than happy to consider you for future roles.
No recruitment agencies please.

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