Summary
An exciting and challenging role reporting directly to the HR & Facilities Manager, the position involves assisting in the day-to-day running of the head office. This includes developing new initiatives and ensuring departmental KPI’s are achieved. This is a full-time role 8:30 – 5:00pm Monday – Friday, office based.
Role Summary
- Ensure that the building is opened and closed at the appropriate hours of the day, enabling staff to begin work at their stated times.
- Ensure all calls to the company switchboard are answered within 3 rings and handled accordingly
- Ensure that all visitors are greeted and dealt with promptly.
- Open and distribute the post each day and manage all deliveries to the office.
- Management of bookings of meeting rooms.
- Management of meeting rooms with regards to set up and clearance.
- Weekly parking rota compilation to strict deadlines.
- Liaising with all contractors associated with the office, e.g. cleaners, maintenance personnel
- Liaising with all utility providers associated with the office.
- Ensuring that stationery is well stocked and controlled
- Assist with the administration of HR records for sickness and absence
- Company secretarial – maintain the Society’s share register and ensure share certificates are produced in a timely manner to enable signature at Board meetings
- Management Board – organize hotel bookings and catering for meetings, including the Management Board Committees and Annual General Meetings
- Health & Safety – ensure the Society’s office is a safe environment
- Company Vehicles – collate monthly mileage records for all Company vehicles
- Driving licence checks – arrange checks on an annual basis
- Data compilation for ESG – utilizing portal to compile information required to measure the Society’s carbon footprint
- To provide secretarial and general support to the CEO & directors as required
- To provide support to the Senior Management team as required
- To provide any other duties deemed appropriate to effectively fulfil the role
- To become a trained first aider for the business
Performance Standards
- Educated to a good standard of numeracy and literacy
- Highly Computer literate in particular Word, Excel and PowerPoint
- Possess high degree of accuracy
- Willingness to work outside contracted hours
- Enjoy working with people of differing cultures, backgrounds and positions
- Goal oriented
- Good organisational skills
- High level of integrity and credibility
- Openness to change
- Motivated self-starter, resourceful
- High quality verbal and written communication
- Effective time management
- Flexible, innovate and creative
- Excellent interpersonal skills
- Customer focused
- Attend meetings as required and to provide a positive contribution to those meetings
- To fulfil all company objectives to a satisfactory conclusion
Personal Standards
- Smart appearance
- Self-motivated to operate with limited supervision in a disciplined and organised way
- Must have a professional attitude
- Ability to able to delegate, manage and motivate your team
- Must have the ability to organise and prioritise to meet strict deadlines
- Must possess a can-do attitude to work
- Must be persistent and thorough
- Must be proactive and quick thinking
- Capable of working under pressure to meet necessary deadlines
- Willingness to accept constructive criticism and handle pressure in a professional manner
- Must have ambition, desire and commitment to succeed
- Multitask management of initiatives and activities both personal and team