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Administration Assistant

Posted 7 February by ABM Intelligence ltd Ended

Company Overview:

Altia-ABM is a fast-growing UK-based software group, we develop innovative software solutions to facilitate criminal investigations and to manage covert operations. Every police force in the UK use and trust the Altia-ABM products. In addition, our customers include a number of UK government departments and regulatory authorities. Overseas customers also include Police forces, tax authorities and other government agencies. The Altia-ABM group has grown rapidly in the past three years, with increasing emphasis on our international operations. We have a significant customer base in Australia, and have customers in South America, South Africa, the US and Hong Kong. Our Canada office opened in Toronto February 2017 and on March 1st 2018 we launch our Australian office. Group turnover has increased by more than 600% from 2014 to 2017. We have also trained law enforcement anticorruption teams in Panama, Peru and Colombia, in partnership with UK government

Job Outline:

The postholder will perform a range of administrative tasks to support the Office Manager and have specific responsibility for ensuring the effective and efficient administration in relation to ABM’s internal and external quality requirements. This would suit someone with a minimum of 3 years experiance in a similar role.

Main Duties and Responsibilities:

  • To participate in or own quality activities related to the internal Wiki, CRM and file systems and the external customer portal
  • To plan, monitor, manage and report on internal audits for quality
  • To own, document and manage internal quality meetings and direct internal auditors accordingly
  • To participate in or own quality activities related to other new or existing systems and surrounding processes in line with current business needs
  • To be the single point of contact for all matters relating to quality planning and strategy
  • To prepare the company for and facilitate all external audits relating to quality
  • To ensure the company remains compliant with the ISO 9001 quality standard
  • To facilitate and document frequent reviews of quality at all levels of management
  • To support the continual development and enhancements of processes to improve the effectiveness of the organisation and the quality of its outputs
  • To ensure all staff either directly or via their own line management are aware of their specific quality responsibilities
  • To maintain evidence of compliance to quality procedures and any recognised quality standards e.g. ISO 9001
  • To ensure HR systems are fully updated
  • To maintain accurate individual personnel files
  • To provide management reporting, automated where possible
  • To ensure all fire, health and safety policies are up-to-date and are being adhered to all times
  • Act as SPOC across the organisation for all matters relating to health and safety
  • To ensure that all staff either directly or via their own line management are aware of their specific health and safety responsibilities
  • To provide office and administrative support for the company including maintenance issues, ordering of supplies and to complete any other appropriate task assigned by the Office Manager or General Manager
  • To check purchase order log weekly to ensure supplier invoices have been received and chase outstanding supplier invoices
  • To check expenses against company expenses policy and ensure they are correct before sending to Head Office
  • To answer calls and direct them accordingly
  • To process post in or out of the office
  • To ensure incoming supplier invoices are signed off by the General Manager and sent to head office for processing in a timely manner

The duties and responsibilities outlined in this job description although comprehensive are not intended to be exhaustive or exclusive. You may be required to perform other duties, commensurate to the grade of your post, at the request of your manager from time to time.

Required skills

  • Communication Skills
  • Microsoft Office
  • Organisational Skills
  • Time Management
  • Highly Detailed

Reference: 34417009

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