Office Administrator

Overview

We are seeking a detail-oriented and proactive Office Administrator to oversee a broad range of administration tasks in the IT department.

You will coordinate a mix of department operations, team travel arrangements, event coordination, vendor management, purchasing and assisting with budget oversight, and working with other team members to manage software licences and hardware assets.

You'll need a strong background in administration, excellent organisational skills, and a proven ability to manage complex workflows efficiently.

apetito business operates 24/7 providing a vital service to our customers. IT is central to the success of the business and the IT team supports the infrastructure and services vital to its operation. We are embarking on a period of exciting change, and this role will be a key appointment in its delivery.

This role is based out of our Head offices in Trowbridge, Wiltshire, with 2 days working from home.

Who we are

apetito is the UK’s leading food supplier to the health and social care sectors serving more than 1,300 care homes, health care and education settings.

Our meals are expertly crafted by our dieticians and chefs, and then frozen to lock in the goodness.

Wiltshire Farm Foods, our sister company, is the UK’s largest ready meal supplier cooking and delivering over 330 different delicious frozen ready meals across the UK.

Responsibilities

Department Administration:

• Serve as the primary administrative support for the IT department.
• Maintain departmental records, files, and documentation, ensuring compliance with company policies and regulatory requirements.
• Prepare reports, presentations, and other documentation as required.
• Coordinate team schedules, meetings, and communications.

Team Travel Coordination:

• Arrange travel logistics for IT team members, including flights, accommodations, and transportation.
• Ensure adherence to company travel policies and budget constraints.

Event Management:

• Plan and organise IT-related events such as team workshops, training sessions, and conferences.
• Coordinate with vendors, venues, and other stakeholders to ensure smooth execution.
• Track event budgets and ensure timely delivery of event materials and services.

Purchasing & Vendor Management:

• Manage IT department purchasing processes, including procurement of hardware, software, and services.
• Review invoices with the appropriate responsible IT Manager and process accordingly with the finance team.
• Raise purchase orders and process of purchasing requests.
• Facilitate completion of new or updated NDAs, DPAs and PIAs with suppliers.
• Evaluate vendor quotes, negotiate contracts, and ensure timely delivery of purchased items.
• Working with the procurement team, to maintain records of contracts, terms of service, purchase orders, invoices, and inventory updates. Ensuring documentation is kept to required standards.
• Order new hardware through hardware suppliers as per requests.
• Co-ordinate RFP processes between IT & Procurement.
• Facilitate Project CapEx request/approval process.
• Work with the Service Desk & Infrastructure teams to ensure that joiners, movers & leavers processes have been completed.

Qualifications/Personal Qualities

Essential

• Proven experience in administration roles.
• Strong understanding of procurement processes.
• Knowledge of budgeting and financial processes.
• Experience raising purchase orders and managing vendors.
• Experience in booking and organising travel and events.
• Proficiency in administrative tools such as Microsoft Office Suite, collaboration tools (e.g., Microsoft Teams),.
• Exceptional organisational and multitasking abilities.
• Excellent communication skills, both verbal and written.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.

Desirable

• Experience of administration within an IT team.
• Experience dealing with supplier management, including coordinating contracts and agreements.
• Ability to work with technical users with asset management.

Company Benefits

• Competitive salary – accredited Living Wage employer
• 25 days holiday per year, plus bank holidays
• Option to purchase up to 5 additional days holiday per year
• Discretionary annual bonus scheme
• Pension scheme - employer matched contributions up to 4%
• Life assurance scheme worth at least 1x annual salary
• Subsidised canteen
• Free parking
• Free turkey or voucher at Christmas
• apetito perks scheme including salary sacrifice options and retail discounts

Our Values

As a family-owned business, we take great pride in being a company that makes a real difference and is dedicated to creating outstanding meals to be proud of.

We develop a range of products designed to enhance health and well-being for all our customers.

We are driven by a passion for service and dedicated to feeding some of the UK’s most vulnerable people.

We proudly support British food and farming, focusing on using the best ethical and sustainable produce in alignment with our goal to reach Net Zero by 2040.

Our ethical standards are recognised by the ETI and we are an accredited Living Wage employer.Learn more about apetito’s commitment to a more sustainable future.

We embrace inclusion, empowering individuals from diverse backgrounds.

Our commitment to making a real difference extends to customers, communities, and staff and we're on a mission to build an inclusive workplace where everyone reaches their full potential.