Senior Administrator

About us

Ingleton Wood is a value-led people focussed practice providing clients with inspirational and practical design solutions; we exist to improve the communities in which we all live and work.

Originally established in 1935 we are a dynamic multi-disciplinary property and construction consultancy providing a wide range of services across many industry sectors including commercial education defence residential and more.

We develop long term relationships with clients adding value at every stage of development. We are one of a few medium-sized consultancies offering integrated design and technical expertise.

We have a nationwide presence with offices located across the UK. We plan to open further sites in the future to develop our national service.

Life At Ingleton Wood

is busy but great fun we work hard and we play hard. There is a huge emphasis on teams and working collaboratively both professionally and socially.

We bring people together to improve the quality and sustainability of the built environment through our expert knowledge in delivering local solutions for global issues. A sentiment underpinned by our shared vision of solving global challenges one building at a time and supported through our values;

We are progressive

We collaborate

We support

We take ownership

To see a real time view of what we are up to check our social channels

You can expect

• Opportunities for flexible and remote working we understand a work life balance helps us all.
• Holiday entitlement of 25 days plus bank holidays with long service recognition and festive shutdown.
• Opportunities for personal and professional growth in a supportive environment including in-house coaching and mentoring.
• Competitive salaries with regular review and benchmarking to ensure fair pay. We are a real living wage employer.
• Competitive Company Pension Scheme.
• Health cash plan scheme.
• Professional membership support
• Family policies
• Great office team building events and fully expensed seasonal social events.
• Cycle to work Scheme.
• On-site parking facilities (excluding London office)
• Season Ticket Loan (if applicable)
• Death in service benefit.
• Early Finish incentives when the Practice targets are hit.
• Additional leave allocated for volunteering (up to 2 days).
• Health & Mental Wellness Programs.
• Employee Referral Scheme.
• Employee working groups

The role

We are currently recruiting a Senior Administrator to join our Oxford office. The successful candidate will need a positive can-do attitude and enthusiastic to take pride in this support position. You will be responsible for providing successful and efficient administrative support to the multi-discipline project teams.

The role will involve providing high quality professional support services to the office location and occasionally for the wider Practice. You will be expected to work in accordance with the Practices values and objectives.

Please Note: This role may be subject to Disclosure and Barring Service Baseline Personnel Security Standard Counter Terrorist Check Security Check or Developed Vetting clearance.

The selected candidate will

• Provide high quality support services to ensure an effective production of work to include: photocopying stationery and supply chain ordering scanning filing and travel arrangements.
• Prepare coordinate and check documentation and specifications utilising Microsoft Office software ensuing that correct templates brand protocol client requirements and framework guidelines have been considered and adhered to.
• Arrange meetings prepare agendas associated paperwork and take minutes as required both on site virtual or in an IW premises. Issue minutes and actions as well as following up to ensure that actions are completed. Maintain the conference room and the associated diary book in new appointments provide refreshments and order lunches if required.
• Manage and maintain Outlook calendars to support central functions and individual requirements including site access.
• Maintain and manage accurate records in accordance with agreed protocols and the Practices records retention schedule. This will include supporting the central teams with vetting processes supply chain management audits financials including invoices and purchase orders timesheets expenses project information and inputting and updating data in all the Practice databases.
• Assist across the Practice with answering of incoming calls generic mailboxes and mail promptly as appropriate to include supporting the central reception function.
• Collate and update the CRM to ensure opportunities and client data are accurate and compile contact lists for marketing campaigns.
• Coordinate and support the relationship with clients by organising campaigns networking and meetings/events as directed.
• Support the central team in promoting the Practices values and objectives by contributing to timely and innovative content including print online blogs project profiles CVs video and social media content.
• Be involved and proactive in participating in Practice activities - including positive contributions to team meetings training sessions and development of new ideas and solutions to problems.
• Work with and support the Central team to ensure compliance to all ISO standards and all other accreditations.
• Act as document controller with others in the office using BIM360 platform which will be taught.
• Understand and become proficient in the bespoke Practice Management software Manger and operate all modules including detailed understanding/action of invoicing each month and in particular the financial modules to assist team leads with their monthly commercial management.

Essential skills experience and attributes

• GCSE or equivalent in Maths and English at Grade C or above (preferred).
• Knowledge of the Construction Industry terminology (preferred).
• Administration experience
• Working knowledge and proficiency of all Microsoft application in particular Word Excel and PowerPoint
• Experience of graphic design utilising InDesign would be advantageous but not essential
• Excellent time management skills with the ability to prioritise as required by the team

• Well organised with a high attention to detail.

Were committed to building a diverse inclusive and authentic workplace where everyone can be their best so if youre excited about this role but your experience doesnt align perfectly with every requirement on the Job Description please apply anyway - you may just be the right candidate for this or other roles in our wider team.

To discover more about life at Ingleton Wood please visit our website Experience:

Senior IC