We are seeking an organised and proactive Administrative Support professional to assist the Regional Office Manager in the day-to-day operations of a busy framework. The successful candidate will ensure that all mailboxes are effectively managed and that administrative tasks are completed in accordance with established processes and procedures.
Key Responsibilities
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Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
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Assist in organising corporate events and internal team functions.
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Support the onboarding process by setting up inductions for new starters.
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Review existing processes and provide suggestions for improvement.
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Ensure all guests and visitors receive an office induction upon arrival, coordinating with reception to request ID.
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Book meeting rooms as required.
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Order and maintain inventory of joint logged PPE in line with company branding regulations.
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Assist the Office Manager with framework events.
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Book travel arrangements through the Gray Dawes system, including hotels, rail, and flights, obtaining necessary approvals.
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Take copies of all new starter training information.
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Record and type minutes of meetings.
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File documentation using internal and external portals.
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Update email distribution lists as needed.
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Order ID passes and ensure that leaver passes are returned to Security.
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Track and maintain all IT assets received and returned, ensuring communication with the IT asset management team.
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Monitor leavers to ensure their equipment is returned to IT within two weeks of their departure date.
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Coordinate internal safety training in collaboration with the Regional HSE Manager.
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Help organise onboarding days for new employees.
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Serve as a point of contact for internal and external stakeholders, addressing inquiries and providing assistance as required.
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Liaise with other departments, vendors, and external partners to facilitate collaboration and ensure efficient workflows.
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Assist in chasing data, collating, and distributing documents/reports.
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Communicate important updates, announcements, and deadlines to department members promptly.
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Foster a positive and collaborative working environment within the department.
Requirements
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NVQ Level 2 or 3 in Business Administration or proven experience in an administrative support role.
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Proficient user of MS Word, Excel, PowerPoint, Outlook, Explorer, Teams, and relevant software applications.
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Exceptional organisational and time management skills.
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Ability to work independently as well as part of a team.
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Flexible and adaptable to respond to changing priorities/deadlines while maintaining a consistent level of service.
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Ability to handle sensitive and confidential information with discretion.
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Effective communicator (both verbal and written) with the ability to interact with individuals at all levels.
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Courteous, professional, and helpful at all times.
Benefits
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Competitive salary
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26 days annual leave (with the opportunity to buy or sell up to 3 days holiday)
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3 additional long service days achieved after 3, 7, and 10 years
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Private medical insurance for yourself (with the option to buy family cover)
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Life Assurance
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Defined contribution pension scheme matched up to 8%
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Enhanced maternity, paternity, and parental leave
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2 days volunteering opportunities
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Flexible working arrangements (dependent on your role)
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Employee Assistance Programme – including financial advice and guidance
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Professional membership fees covered
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Employee discount scheme offering discounts on various categories such as electronics, home appliances, food & groceries, travel, fitness, and more
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Flexible benefits scheme allowing the purchase of additional benefits such as critical illness insurance (with an option for your partner), dental insurance, travel insurance, bike-to-work scheme, retail vouchers/payroll giving/activity passes for leisure attractions.
If you are an enthusiastic individual looking to contribute to a dynamic team environment while supporting key operational functions, we encourage you to apply.
