Step into a pivotal role where your organizational expertise and proactive approach will provide vital operational administration and secretarial support to our management team. You'll ensure seamless alignment with company policies, procedures, legislation, and best practices, playing a key role in the smooth running of our business operations.
Main Responsibilities:
1. First Point of Contact: Serve as the welcoming face and voice of the company, handling all correspondence and phone calls with professionalism and efficiency.
2. Letter Preparation: Create and distribute ad-hoc and template communications to both customers and staff, ensuring clarity and consistency.
3. Collaborative Liaison: Work closely with staff, suppliers, and clients to maintain strong and effective working relationships.
4. Data & File Management: Organize and maintain databases and filing systems, keeping everything orderly and accessible.
5. System Improvement: Implement and refine administrative procedures to enhance operational efficiency.
6. Document Production: Prepare reports, presentations, and correspondence with high accuracy and professionalism.
7. Travel Coordination: Manage travel, transport, and accommodation arrangements for smooth logistics.
8. Expense Management: Process and manage directors' expenses accurately.
9. Inbox Management: Oversee the PA inbox, ensuring timely internal communications.
10. Diary & Meeting Management: Organize diaries, schedule meetings, and coordinate conference calls.
11. Other Duties: Perform additional responsibilities as directed by your line manager.
Person Specification:
1. IT Proficiency: Strong knowledge and effective use of IT systems.
2. Communication Skills: Excellent written and oral communication; IT literate and competent.
3. Influencing & Liaising: Ability to influence and maintain effective relationships.
4. Professionalism: Maintain a disciplined and professional attitude.
5. Process Improvement: Contribute to procedural improvements.
6. Creative Thinking: Demonstrate active listening and creative problem-solving skills.
7. Health & Safety Awareness: Understanding of the Health and Safety at Work Act.
8. Discretion & Trustworthiness: Handle confidential information tactfully; strong communication skills.
9. Key Attributes: Multitasking, teamwork, adaptable communication style, independence, and flexibility.
Relationships:
* Reporting to: Lead Business PA
* Collaboration: Work with operational teams and support services
* Liaison: Maintain communication with managers, senior management, and Directors
This role is ideal for someone who thrives in a dynamic environment, is highly organized, and passionate about supporting business operations at the highest level. If you're ready to make a real impact, we'd love to hear from you!
Our market-leading benefits include virtual GP services, financial wellbeing assistance via Salary Finance, flexible lifestyle benefits through Choices, high street discounts, cycle-to-work schemes, life cover, enhanced pension contributions, a save-as-you-earn scheme, and employee recognition programs like Mitie Stars with cash prizes.
We prioritize your career development through diverse training and learning resources, recognizing that our success depends on our people.
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