Administrator

Scope:	·         Responsible for providing full administrative support to the business ·         Office-based role requiring frequent communication with external and internal stakeholders ·         Flexible working approach necessary around key deadlines ·         Significant use of both computer and telephone is required.
Job Purpose:	To provide a range of business support duties, and coordination of regular office activities. Responsible for ensuring the organisation of the office’s day-to-day functions and the efficient running of the company operations.

 

 

 

Key Accountabilities

 

The job holder will support the delivery of the Company’s key business objectives through the delivery of their key accountabilities as follows:

 

Office Hospitality

• Booking office space for non-Leadership Team meetings e.g. training courses, customer meetings, regional business meetings, etc
• Organising & setting up lunches for the above meetings
• Travel and hotel bookings for any inhouse training
• Receiving guests & customers for external meetings
• Ordering office supplies including on site refreshments (tea, coffee, juice, etc)
• Receive and distribute special deliveries (those outside of scope of the mail room)

Event Organising support

• Delivering general company communication efficiently throughout the business
• Support HR Department with administrative support if required with staff comms and internal employee engagement events
• Organise Open House and Long Service Dinners meetings and lunches
• Organise Flu jabs and Hearing tests on annual bases
• Support and facilitate the celebration of cultural observations and company celebrations

Finance Support

• Processing of purchase orders and invoices for all departments non-event related provide full assistance in terms of expenses management of GM

HR and Payroll administrative support

• Facilitate onboarding processes, including employment, DBS and right to work checks
• Coordinate logistics for new hire orientation to ensure a seamless onboarding experience
• Organise Pre-placement health checks for all new starters
• Provide administrative support across the entire employee lifecycle including onboarding, probation meetings and offboarding.
• Prepare, manage and issue employment documentation such as contracts letters and policies.
• Support internal and external HR inquiries, providing responses and resolutions- requesting and replying to reference requests
• Enhance the employee experience by addressing concerns effectively.
• Maintain all electronic personnel record files and systems
• Process all My Urgo vouchers and present support when needed

 

 

 

 

General Admin support

• Ensure uniform orders are processed and delivered in a timely manner
• Regularly update and maintain communications boards
• Manage publishing material when members of the sales team leave
• Ensure new starter packs and resource for new starters is complete
• Organising ITC boxes, samples & literature for L&D is completed to required deadline
• Updating and maintaining databases and/or spreadsheets for departments when required
• Support the marketing team with various admin requests, invites, promotional items when required
• Order name badges and business cards when required
• General IMPROVE platform administration

 

This job description and person specification is provided as a guide to the main duties and responsibilities of the post. The post-holder is required to work flexibly and to undertake such other duties as may be reasonably required.

 

KEY COMPETENCIES

 

Organisation & Timeliness	Organises their time effectively in order to meet all deadlines without compromising quality of delivery.  Continues to perform to a high standard calmly when under pressure.
Personally Credible	Strives to achieve high quality work. Remains calm during periods of high intensity.  Preserves confidentiality at all times showing strong work ethic and integrity. Is proactive to get the job done.
Interpersonal Savvy	Is able to build and maintain solid working relationships with colleagues and direct reports at all levels. Shows good verbal and non-verbal communication internally and externally.  Displays a positive attitude and openness to feedback.
Networker	Develops and builds collaborative relationships to facilitate the accomplishment of work goals within the various departments.

 

Experience

• Demonstrable administrative experience gained working in a fast paced environment ideally within HR.
• Proven ability to manage multiple tasks simultaneously while meeting deadlines.
• Proficient in Microsoft Word, Outlook, PowerPoint and Excel with strong overall computer literacy.

 

Skills

• Strong organisational skills and good attention to detail coupled with the ability to work under pressure to challenging deadlines.
• Demonstrable ability to manage confidential information professionally.
• Mature communication skills, written and verbal with the ability to effectively communicate at all levels within a multicultural business.
• Professional and friendly demeanour coupled with excellent interpersonal skills.
• Reliability and integrity, together with an enthusiastic and positive attitude.