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

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