Office Assistant Job Description Template

The Office Assistant provides essential administrative and clerical support to ensure the smooth day to day running of an office. This role is suitable for organised individuals with good communication skills who can manage routine administrative tasks, assist colleagues and maintain an efficient front of house and back office environment.

Office Assistant Job Profile

The Office Assistant is responsible for general office duties that support operational continuity and a positive workplace experience. The role focuses on reception tasks, document handling, basic record keeping and coordination of office supplies.

The purpose of the role is to maintain a tidy, functional office environment, assist internal teams with administrative tasks and ensure timely completion of routine work that supports business activities.

Office Assistant Job Description

The Office Assistant will handle a variety of administrative duties in a busy office setting. Typical activities include managing incoming calls and visitors, processing mail and deliveries, maintaining filing systems and preparing routine correspondence. The role requires effective prioritisation to respond to daily requests from staff and external contacts.

The postholder will work under the supervision of office management and collaborate with colleagues across departments. They are expected to follow established procedures for document control, confidentiality and basic financial administration where applicable. Flexibility and a customer focused approach are essential to manage changing priorities and support events or meetings when required.

Office Assistant: Duties and Responsibilities

• Welcome visitors and manage reception duties, including answering and directing telephone enquiries.
• Receive, sort and distribute incoming mail and prepare outgoing post and courier shipments.
• Maintain and update physical and electronic filing systems to ensure accurate record keeping.
• Prepare, photocopy and collate documents, reports and meeting materials.
• Manage office supplies and place orders to maintain adequate stock levels.
• Assist with basic petty cash administration and record transactions accurately.
• Book and set up meeting rooms, including arranging refreshments and equipment as required.
• Support onboarding and reception arrangements for visitors and contractors.
• Carry out routine data entry and update databases with care and attention to detail.
• Maintain office tidiness and common areas to promote a safe working environment.
• Assist in the preparation of invoices, purchase orders and related paperwork as directed.
• Archive records in line with retention schedules and assist with records retrieval.
• Support team members with ad hoc administrative tasks and small projects.
• Adhere to organisational policies on confidentiality, health and safety and information governance.

Office Assistant: Requirements and Qualifications

• GCSEs or equivalent, including English and preferably mathematics.
• Previous experience in an administrative, receptionist or clerical role preferred.
• Clear and professional verbal and written communication skills.
• Good organisational skills with the ability to prioritise routine tasks effectively.
• Attention to detail and accuracy in data entry and document handling.
• Basic numeracy and ability to manage simple financial records such as petty cash.
• Proficient with common office software and comfortable learning new systems.
• Ability to work independently and as part of a small team to meet deadlines.
• Professional manner and a customer focused attitude when dealing with visitors and colleagues.
• Reliable, punctual and able to maintain confidentiality at all times.
• Good problem solving skills and willingness to take on varied tasks as required.
• Flexibility to assist with occasional out of routine duties, such as event support or extended reception coverage.