Job Ref: 214199118

Date: 2021-07-14 15:00:44

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Our client has a permanent vacancy for an Executive Administrator/PA to to provide administrative and personal assistant support for the Business Heads and other nominated members of the business where required. This is currently a blend of office and home working.

You will be a central point of contact for administrative matters within the business and will act as team leader to other members of the administrative team, ensuring a high quality of administrative service is achieved and maintained across the business.

The role

• diary management;

• answering telephone queries, responding to correspondence and queries;

• acting as principle point of contact for all administrative matters;

• supporting with the management of staff absence recording;

• assisting with the induction of new members of staff, ensuring the provision of an office, equipment, facilities and other resources;

• planning and scheduling interim Performance and Development Reviews and annual Performance Development Reviews;

• arranging meetings and social events for staff;

• building management, working with facilities on matters of office allocation, space utilisation, maintenance needs etc.;

• building Fire Marshall, carry out fire equipment inspections;

• providing additional support when required;

• carry out Health and Safety inspections/procedures as necessary;

• attending, contributing to and taking minutest at Executive meetings;

• arranging Staff meetings.

• Team Leader to the administration team ensuring a high quality of administrative service is achieved and maintained throughout:

• management of the administrative team including their performance, outcomes, individual development, and health and safety;

• conducting annual and interim Performance and Development Reviews;

• determining training and development needs and agreeing appropriate plans;

• management of holiday allocation and sickness absence recording;

• providing cover and support when the need arises;

• regularly reviewing and monitoring administrative processes to ensure efficient and effective ways of working.

• organising national and international travel and conference registrations, ensuring appropriate visas are obtained where required;

• ordering equipment via IT, purchasing books etc;

Financial duties including:

• ensuring the timely raising of purchase orders and the processing of invoices against those purchase orders, including verification of receipt of goods/services invoiced;

• inputting all relevant data onto the finance system (Agresso)

• attending quarterly budget meetings;

• collating and providing financial information/figures needed to accurately forecast income and spend.

• reconcile monthly credit card statement

Requirements

Good standard of A levels (or equivalent) in Maths and English

Significant administration/PA experience in a similar role.

Advanced use of all Microsoft packages, in particular Word, PowerPoint and Excel

Strong IT skills with an aptitude to learn and develop new ways of using technology within a learning environment

Excellent organisation and administrative skills

High levels of confidentiality

Able to assess priorities effectively and meet deadlines

Proven written communications – able to produce high quality reports, briefings and general correspondence

Confident and articulate with strong customer relationship management skills, able to influence others positively when required.

Due to the large number of responses we receive it is not always possible to respond to every application. We will only contact those candidates short-listed for this role. If you have not heard from us within 7 days please assume you have been unsuccessful on this occasion. If you wish to apply for further roles please do so. We will retain your details on file and contact you should a suitable vacancy become available

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