Administrative Assistant

Job Title: Administrative Assistant

Location: Wantage

Job Type: Permanent

Hours: Full Time - Mon-Fri - 40 hours per week

Job Purpose

• To provide an effective administration support service to the Directors, Clients, Business Development and Operational Managers and keeping detailed and accurate records.
• To provide a friendly and professional service to clients, prospective clients, colleagues and visitors.
• Provide administrative support within the company.
• Assist in the collation and preparation of quotations and tender returns.
• Raise invoice advice notes and any relevant pay advices.
• Collate Audit information and any other relevant contract information in order to complete monthly reports for clients

Key Result Areas

• Greeting visitors and telephone callers promptly and routing their enquiries efficiently and effectively.
• Assist PA & senior managers with daily organisational tasks
• Meet with visitors and assist with general support
• Answer and direct phone calls
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements where required
• Act as the point of contact for internal and external clients
• Order items required by clients as instructed by your Line Manager
• Principal Responsibilities

First point of contact for all callers, visitors and contractors at the site:

• Screening all calls, establishing the caller and content of the call, as well as confirming exact contact details.
• Ensuring telephone messages are conveyed promptly, accurately, efficiently, courteously and with discretion.
• Ensuring visitors are welcomed with courtesy and in a professional manner.
• Briefing visitors on the Emergency Procedures relevant to the head office building and making sure that access is only given to the appropriate area as determined by the host.
• Ensuring requests are dealt with in a timely manner and action is taken appropriately.
• Liaison with couriers regarding collection times, ensuring all documentation has been prepared in readiness.
• Arranging meetings, ensuring that commitments and competing demands are efficiently managed and future needs anticipated, meeting all business priorities.
• Ensuring production of documents (for both internal and external circulation) is in line with quality standards.
• Ensuring all documents are recorded and handled in line with security and information management guidelines.

General administration duties:

• Maintenance and updating of appropriate files and directories to ensure staff have access to the most factual information, promoting efficient working.
• Typing of correspondence, reports and other documentation as required.
• Assistance with copying, emailing, scanning, laminating and binding.
• Any additional administrative tasks as requested.
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS Word in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Quality aspects

• To follow and ensure staff follow standard operating procedures to maintain BS EN ISO 9001: 2008, OHSAS 18001:2007 and ISO 14001:2004 compliance.
• To demonstrate values in regard to customer service, courtesy to all work colleagues and other agency professionals.

Personal development

• To participate in the staff appraisal programme, identifying personal strengths and weaknesses and personal development needs.

Other duties

• Other duties that may be required as requested by the management team.
• It is against the law to smoke inside any premises or company vehicles. You may smoke within a designated smoking area outside the building.
• Complete confidentiality regarding client details and work practices is essential under the Data Protection Act 1994 and if breached, could result in disciplinary action and possibly dismissal.

Hawk 3 Talent Solutions are operating as an employment agency

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Hawk 3 Talent Solutions are committed to the selection, recruitment and development of the best people, basing judgements solely on suitability for the job. Whilst we endeavour to respond to all applications individually, due to high volumes, this is not always possible. Thank you for your interest in this role and we look forward to working with you in the future.