Group Administrator - Part time - 20hrs - Job Share
£10K (£20k FTE)
The purpose of the role is to provide an affective administrative service to The Group and to support all departments all administrative duties as required.
Reports to; HR Manager
RECEPTION:
Reception and telephone. The quality of these services is a high property. Pass on calls, take messages and tannoy
Maintain visitor and staff attendance books in Reception daily.
Complete the staff attendance book by 10:00am daily
Remove the visitors and attendance books outside the premises and make available to the Fire Warden in the event of an evacuation.
*
SECRETARIAL:
Provide a complete typing service for all external correspondence and internal memos.
Comply with standard layouts. Check work for correct grammar, spelling etc. and advise writer if required. Maintain a high level of presentation and accuracy especially for external correspondence.
Opening and distribution of incoming and internal mail and faxes as appropriate. Franking and/or carriage for outgoing mail. Routine preparation and distribution of mail shots.
Provide clerical support to all Company Departments as necessary.
Maintain a tidy office and work area.
Maintain required files on Windows software in accordance with file arrangements
Maintain a tidy stationary cupboard at all times
Provide secretarial and/or confidential assistance for the Board of Directors and HR Manager as required
Sales
Updating key information from the Transport list, logging onto the Key log and filing away keys. (This can take anywhere between 1 hours and 3 hours depending on the number of keys and the frequency with which they arrive. Horbury keys are normally done around twice a week and Catfoss as and when they arrive.
Posting out of keys once a month. This takes approximately 2 hours.
Accounts
Releasing, HBC Retentions and Sub Contract labour/invoices are generally on a monthly basis and take around 3 hours each.
Mardak job numbers are on a weekly basis and take around 1 hour.
Forms of Acceptance are daily and take around ½ to 1 ½ hours depending on the amount
Booking out on Orchestrate. This is daily and takes around 1 to 1 ½ hours.
Key in data from agency timesheets each week
TECHNICAL:
Doc Packs for Catfoss. Checking these daily and printing out as they are completed by the design team. This can take up to 2 hours depending on how many are completed at the same time.
Occasionally making up Doc Packs for the design team but this is very much on an as and when basis
HR:
Checking timesheets/invoices off against the time and attendance flagging operatives who have not work the basic hours.
Updating of Absence calls from Nights from Diary on a weekly basis
Training Filing – all training files to be filed on weekly basis
SERVICES:
Fax and photocopy as required
Filing. Maintain your own and Company filing system. Provide assistance with archiving
Provide food and drinks etc. for visitors and staff meetings and ensure their removal on completion of the meeting
To maintain stationary stocks
GENERAL
During times of absence due to sickness or holidays you may be required to perform various other duties, both in your own and other departments.
THE PERSON
You will be an effective communicator who has excellent standards of written and spoken English.
Prompt and accurate typing/inputting skills are paramount
You will have excellent organisational skills and be able to multitask effectively
A smart and presentable appearance is required as you will be front of house and receiving all visitors
Friendly, welcoming and a good team member, with the desire to help and provide a seamless service
BENEFITS
Full Training given to all staff both at the start of their employment and updated, when necessary, any member of staff may be asked to assist with training based on their own skills and experience.
Performance Related Pay up to 10% of yearly income (linked to company achieving profit targets)
Holiday: 23 days holiday in first full complete year of service rising to 25 days
Free onsite parking
Statutory Pension
Life Assurance after 12 months of service
Reference ID: HW/CAPT/1021
Part-time hours: 20 per week
