PA / Office Coordinator

Posted 6 April by Harvey McQueen Limited Easy Apply

Harvey McQueen are extremely excited to be recruiting for our well established client based Bolton. Our Client are looking for an experienced PA / Office Coordinator to join their very busy vibrant office. The ideal candidate will be an experienced PA / Office Coordinator and be ready for a new challenge!!!

SCOPE & PURPOSE OF THE ROLE:

  • The role combines
  • Personal Assistant to the Managing Director.
  • Provision of ad hoc administrative support for Board Directors.
  • Co-ordinating the day to day office premises duties, including liaising with the landlord.
  • Assist HR and Management with any, recruitment, induction and general company personnel administration tasks.
  • Company administration duties to include stationery and general consumables ordering and stock control.
  • Responsible for in-coming and out-going post.
  • Responsible for Health & Safety administration.

The position requires a professional, highly organised, flexible approach within a strictly private and confidential working environment.

DUTIES AND RESPONSIBILITIES:

PA & Administrative Support

  • Provision of full secretarial support for the Managing Director on a daily basis:
  • Co-ordinating and arranging various meetings and ensure board papers are sent out in advance.
  • Produce correspondence and reports including taking, typing and distribution of minutes of meetings.
  • Meet and greet office visitors, to include meeting attendees.
  • Co-ordinating and scheduling diaries.
  • Arranging travel and accommodation and producing itineraries for travel.
  • Organising catering requirements and set up of all company meetings.
  • Controlling administration of restricted access files, electronic and hard-copy.
  • Complete and coordinate company expense forms as per the agreed timescales and forward to group finance.
  • Undertake any other reasonable duties and project responsibilities as and when required.

Provision of occasional secretarial support for the board of Directors:

  • Ad-hoc administration as and when required.
  • Co-ordinating and scheduling diaries.
  • Arranging travel and accommodation and producing itineraries for travel.

Coordinating the day to day office duties:

  • Company administration duties to include ordering and stock control of stationery and other office consumables.
  • Coordinate courier services and post, including distribution to departments, arranging maintenance of envelope and franking machines.
  • Responsibility for the office stock, equipment and maintenance to include suppliers, along with office contractors.
  • Responsibility for Kitchen stock along with overseeing the staff/ communal areas, ensuring these areas are presentable and organised.
  • Liaising with the landlord on various day to day management of the office premises.
  • Coordinating provision of cleaning service.
  • Managing and monitoring allocation of car park spaces to staff, arranging for new licenses, issuing car park passes.

Assist Group HR Manager as and when required with routine HR administration including:

  • Absence management system.
  • Assisting with recruitment campaigns, liaising with recruitment agencies.
  • Assisting with new starter administration, Induction and training workshops.
  • Adhoc administration for various departments as and when required.

Health & Safety Administration

  • Acting as the first point of contact for Health & Safety queries, monitoring and managing the health and safety requirements of the business including:
  • Maintaining health and safety records
  • Arranging training for dedicated first-aid and fire warden personnel
  • Updating health and safety policies, awareness information etc
  • Liaising with appropriate health and safety bodies, buildings management etc

Training/Progression

  • To take responsibility for own continuous personal development, seeking out relevant training or further relevant qualifications.

Compliance, Health and Safety & Security Awarenes

  • Continuing awareness and compliance with FCA, Health and Safety, CMR, other regulatory and financial requirements.
  • Continuing awareness, compliance with all internal policies and expectations, especially regarding confidentiality and security of systems and information.

EXPECTED/REQUIRED BEHAVIOURS & SKILLS

  • Evidence of flexible, "can do" attitude; self-motivated and willing to maximise personal contribution to the role, departmental and overall organisational objectives.
  • Professional approach to confidential information and data and exercise appropriate discretion.
  • Professional and confident communication skills - ability to build relationships and credibility with people at all levels.
  • Ability to work to individual targets and timescales with autonomy for dedicated tasks
  • Strong organisational and personal planning skills; self-disciplined approach to work.
  • Flexibility and ability to manage multiple demand and changing priorities - able to handle change and embrace new ideas.

KNOWLEDGE & QUALIFICATIONS

  • Previous experience of working as a PA at a senior level is essential.
  • Highly organised, with a friendly personable approach, with a can do attitude.
  • Previous office management experience would be beneficial but is not essential.
  • Previous experience of Health & Safety would be beneficial but is not essential.
  • Efficient in the use of Microsoft Office applications - e.g. Word, Excel & PowerPoint and in the ugeneral office technology.
  • Excellent communication skills.
  • Excellent copy and typing skills.

If you are interested in the role, don't delay apply here......... For further information please contact Michelle Barrett at Harvey Mcqueen Recruitment.

Required skills

  • Administrative Support
  • Confidentiality
  • Scheduling
  • Secretarial
  • Typing

Reference: 34843960

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