JOBS

 

Company:  Photon Design, Oxford, UK

Job Title:  Administrator 

Starting Salary: £19K-£26K

We are looking for a highly organised, computer literate person with good communication skills. You will be responsible for general management of the office, administration of the day-to-day affairs of the company and PA duties to the CEO and other senior staff. This is a varied and responsible role and you will need to demonstrate good problem solving skills, be good at managing your own time and prioritising in a busy office. See below for detailed job description

Requirements 
You will be highly organised, methodical person, with good communication skills and able to work well in a small team, but also on your own. You would ideally have demonstrated your problem solving skills by completion of a recognised degree but non-degree holders with extensive administration experience, and proven ability to work in an organised way will be also considered.

   •  Typing speed of at least 30wpm.
   •  Extensive knowledge of MSWord. 
      In addition, the following will be useful for your application:
   • Experience working in an office environment will be an advantage.
   • Knowledge of any of Excel, Corel Draw, InDesign, any web site editor
   • Basic bookkeeping knowledge

 

Application Procedure

Please complete the application form and then email it to pdadmin@photond.com or mail it our Oxford address, fao Dominic Gallagher. 

Who are We?

Photon Design is a small but dynamic company developing and selling highly technical physics/maths based CAD software to 30 countries around the World in the exciting and highly dynamic field of telecommunications and photonics. We have some exciting new projects starting in the next year - and we need the talent like you to help us! To find out more go to www.photond.com

Detailed Job Description

Providing PA duties to the CEO and other senior staff, general management of the office, general administration of the day-to-day affairs of the company including supplies maintenance, order processing, invoicing, dealing with general enquiries and quotations.

Below is a detailed description of the role. Approximately 50% of the job will be doing routine tasks; however as you will see from the list, these are very varied. The other 50% will be more varied.

  • Issuing Quotes

- run computerised quote system

- fax quote

  • Shipping Orders

- checking inward purchase order document

- print and assemble manual

- create program disk set

- set misc options according to options purchased, license number etc

- run compile routine

- create invoice

- arrange shipping, via courier etc

- update all computer records with new license etc

  • Issuing Evaluation Licenses

- similar to Shipping Order, but no invoice.

  • Evaluation License Returns

- check back in all materials, update computer records

  • Sending Updates

- create program according to licensed options etc.

- send via email or create disks and snail-mail

- update computer records

  • Issuing Support Reminders

- periodically check for "nearly expired" support

- run Support Price Calculator

- mail reminder with quote to license keeper.

  • Accounts/Finance

- entering cash receipts and similar into accounts program

- entering customer payments into accounts program n.b. often foreign payments

- chasing customers for overdue invoices

  • Purchasing Assistance

e.g. buying a data projector, contracting a carpet cleaner

- researching available manufacturers/suppliers

- obtaining specifications, price &c for each

  • General Secretarial

- faxing

- maintaining stationery supplies

- mailing

- openning/sorting mail

- emptying bins, arranging office cleaners

- word processing - letters, simple computer manual changes

- booking air tickets, hotels &c

  • General Admin

e.g. office insurance, Data Protection Registrar

  • Website

- basic website editing/maintenance

More responsible tasks 

These are tasks that a particularly able candidate

might be able to take on, in full or in part, depending

on an assesment of his or her skills]

  • Graphic Design: Design of standard stationery - e.g. business cards, letterheads.
  • Design publicity literature - leaflets, brochures, posters, advertisements - requires learning and use of a variety of DTP tools, in cooperation with technical departments.
  • Design artwork for website.