Job Title: Administrative Assistant
Location: Huddersfield
Contract: 6 months
Hours: 21 hours per week / Part time 3 days per week
Rates: £16.23 p/h
Job Description
SRG are seeking a administrative assistant to join a leading agrochemical company based in Huddersfield. The key functions of this role are to performs a variety of administrative functions. Schedules appointments, gives information to callers, and takes dictation. Composes memos, transcribes notes, and researches and creates presentations. Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports. May assist with compiling and developing the annual budget.
Duties and Responsibilities
1. To provide an effective PA, secretarial and administrative service to the Manufacturing Plants and Huddersfield Site.
2. To provide support for Plant Task Force Meetings, Inquiries and Site HSE Committee · Cover Occupational Health Admin Personnel.
3. To arrange meetings and events for Site personnel, involving internal, inter-site and external attendees, also providing support for these meetings as required
4. To be responsible for the general tidiness and facilities within some of the Main Office Block and Northwest Office conference rooms
5. To administer the Site Vehicle Register
6. To help update Joint Integrity Site List
7. To carry out other administrative tasks to support the smooth running of Site departments, including Manufacturing Plant and Emergency Management Team Support
8. Supports the manufacturing plants with administration and secretarial tasks to allow them to concentrate on production and attends Manufacturing meetings and inquiries, taking accurate notes and producing various detailed charts and reports.
9. Interrogates systems and prepares accurate and timely information for the Plant Quarterly Review Meetings, attends meetings and records Next Steps.
10. Has responsibility for arranging large events (eg Strategy Events) and business meetings, including booking venues, transport and catering, keeping accurate records and adhering to departmental standards. Requires liaison and interaction with various senior stakeholders, Site personnel and external agencies.
11. Keeps accurate records of all Site vehicles making sure insurance records are up-to-date · Raises accurate purchase orders and BACs requests for stationery, sponsorships, donations and other supplies on request, being aware of relevant information needed to create orders successfully
12. Regularly checks the tidiness of conferencing facilities and ensures adequate stocks of flip charts, pens etc using an effective personal reminder system
13. To help update Joint Integrity Site List and coordinate with contract staff
14. LCM Database - update on a weekly basis.
15. Cover Occupational Health Admin Personnel.
Experience and Qualifications
16. GCSE English or equivalent and able to write articles, minutes and summarise reports
17. Good keyboard skills
18. Microsoft Office applications - Outlook, Word, Excel, PowerPoint, Visio, SharePoint Designer and Visual Paradigm
19. SAP, SharePoint · Numerate
20. 3 years' experience within a multi-disciplined office environment
21. 2 years Microsoft Office applications, especially detailed knowledge of Outlook
22. Dealing successfully with a diverse range of people, both internally and externally
23. Meeting and events co-ordination and arrangements
24. Purchasing processes and systems
25. Site communications processes
26. Ability to meet deadlines, handle pressure and prioritise a diverse workload
27. A team player, but also self-motivated and able to work independently
28. Good interpersonal skills to communicate (oral and written) in a clear, courteous manner
29. Excellent planning and organisational skills with attention to detail and accuracy
30. Customer focused, being flexible to changing needs of the service Critical leadership capabilities
31. Performs to ensure high standards
32. Prioritises actions and ensures appropriate support and resource
33. Skilfully plans, organises and monitors performance to meet deadlines · Able to write concise accurate reports and engaging articles
34. Able to build rapport with internal and external contacts
35. Able to balance conflicting priorities and work to deadlines
36. Flexible to changing demands, displays good planning and organisational skills with a high degree of accuracy and attention to detail
37. Uses experience to recognise and implement improvement