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Job description

We are recruiting for an Administrator Assistant.

Aims of the post

• 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 Calber 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 Calber quality standards.

• Ensuring all documents are recorded and handled in line with Calber 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

For more info, please contact: [email protected]

Job Types: Full-time, Permanent

Salary: £21,000.00-£25,000.00 per month

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Wantage: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Reference ID: Administrative Assistant-REPLACEMENT_STRINGC73