Overview
We are looking for an accomplished PA/Office Manager to join a growing company on an initial maternity contract until April 2020. There is a good possibility that this will be extended or become a permanent role.
Salary: circa £30,000
The Role
- Secretarial services to the CEO and the senior leadership team
- Open and distribute or respond to mail/post for the CEO and the Company
- Diary management for the CEO, the senior leadership team
- Diary management for meeting rooms
- Minute taking for meetings
- Switchboard service for Company phone calls
- Travel arrangements and booking for the CEO and all other staff
- Ensure the Employee Handbook and all policies and procedures are up to date and available for all staff
- Help HR to ensure all new employees are onboarded correctly, with employment contracts, all required paperwork, new desks/equipment, appropriate logins and a formal induction
- Help assist HR to ensure all existing employment contracts are current, signed and filed
- Ensure all staff have appropriate pension plans and correct benefits in place, all filed
- Initiate the process of background checks for all staff
- Absence management, company-wide, for holidays, sickness and any other absence. Ensure requests are approved and logged
- Recruitment management, company wide – ensure all managers have logged recruitment requests before hiring, checking that it meets with approved headcount and budget.
- Ensure all expenses are submitted with receipts, approved and logged/filed correctly
- Provide statistics and exception reports for absences, recruitment, expenses and headcount
- Assist with office projects such as desk moves, internal changes or upgrades
- Provide office 365 administrative support, working closely with the technology team
- Administration of IT accesses, the AD, VPN tokens and HR platform
- Assist in new office roll outs
- Manage the stationary budget, providing forecast plans and analysis on spend
Key Skills/Experience
- Previous experience within a similar role
- Experience managing complex diaries and inboxes for a CEO/Director or a senior figure within a business
- Confident managing busy travel schedules, booking flights and accommodation at short notice
- A good understanding of HR and the key procedures (previous experience within a full HR role is not essential
- Any knowledge/experience of finance/budgeting would be highly advantageous
- Excellent communication skills
- Able to work effectively with people across different departments
- Outstanding organisational skills
- Proficient across the whole Microsoft Office package
- A friendly and approachable working manner at all times