Administrative Assistant London, England
Job description
If the role of the Company Operations Manager (COM) is to maintain and improve, through the launch of new initiatives and the constant reinforcement of the company culture, the operational integrity of the majority of the non-clinical stages of the client journey, then the role of their assistant is to create the space for the COM to achieve this. TheAssistant to the COM will effectively represent the COM if the COM is not there, by which token they are effectively representing y in their interactions - be they internal or external - meaning theAssistant must adhere to policies and procedures at all times. Likewise, the Assistant must represent and actively promote those same qualities/attributes that we require from every member of our team and demonstrably embrace the values of the organisation. The ideal candidate will have proven experience providing assistant related functions. The assistant will be well versed in managing different stakeholders and will be able to maintain and promote effective communication between different members of the executive team. The successful applicant will also be attracted to status as a local company with a London base, an ambitious mission and significant growth aspirations. There is also an expectation that this individual will develop an interest in product and service range that will enable them to speak in an informed and clear manner on the subject to colleagues and clients alike. Because our COM works constantly, the ideal candidate will be willing and able to work late or on the weekend occasionally (in return forTime Off In Lieu, of course). Like all our staff, the successful applicant will be required to pass a DBS reference check upon joining.
Assistant Duties and Responsibilities
Daily management of cloud-based human resource management system to provide in the moment troubleshooting support and to ensure that system is kept up-to-date - eg. latest version of the company organogram, personnel files to match actual salary increases, promotions, annual appraisals etc to allow for the COM to report upon accurate company statistics for BST (Business Support Team) purposes, where necessary.
Frequent project support for the CMO -eg. completing the automation of People HR, Implementation of a company 'Open Day' to scout for promising talent and the introduction of 'Assessment Days' to complement our already high calibre recruitment initiatives.
Implementation of a yearly calendar for human resources for the COM - eg. team probationary reviews and annual appraisals cycles, yearly review of all job descriptions and personal specifications, yearly review of onboarding and offboarding processes, yearly review of HR templates , yearly review of annual appraisal processes as well as the yearly review of our interview processes.
CQC implementation support - for the COM’s CQC ‘policy obligations areas’ - including yearly review to ensure that is conforming to the practices outlined, updating these in line with business needs where this is not the case and updating the CQC Registered Manager who has the ultimate responsibility for notifying CQC.
Daily monitoring of the company's training matrix to ensure that it is up-to-date -eg. ensuring that internal promotions which result in a change of job title are mirrored on the training matrix in a timely fashion and by the same token, ensuring that the training requirements are amended according to the new post being held by the employee(s).
Assist the Company Operations Manager at with the successful execution of their duties (these are non-HR related) - eg. ensuring that clinical rostering of contractors matches business requirements, planning ahead for business disruptions as well as supporting the COM in the implementation of all requests to amends communications to our clients and our team.
Assisting the COM with BST related agenda preparation and post meeting write-ups with next actions.
Conduct research on behalf of and under the direction of the COM - this can range 2
Perform ad hoc duties in line with business needs - e.g. responsibility for organising and issuing company keys, ensuring keyholder agreements are signed and reflecting this on the employee(s) personnel file as well as within the company's keys inventory. Other ad hoc duties include conducting clinic inspections to ensure compliance with company policy and procedures.
Represent the COM when necessary, e.g. meeting, greeting and chaperoning new candidates who are applying for a role
Attendance at the company's monthly executive forum.
Provide cover within the Client Support Team (CST) should the need arise, even at short notice.
Job Types: Full-time, Permanent
Salary: £18,000.00-£25,000.00 per year
Benefits:
- Company pension
Schedule:
- 8 hour shift
- Weekend availability
Ability to commute/relocate:
- London, Greater London: reliably commute or plan to relocate before starting work (required)
Work Location: One location
