Act as first point of contact for administration, face-to-face enquiries and emails to the Head Office, including regular monitoring of admin emails, post and telephone enquiries, responding appropriately wherever possible or referring to the relevant staff.
* Creating and maintaining visitor information, including an information pack, depot safety and signing in protocols and key members of staff at each depot.
* Ensuring the efficient day-to-day management of the Head Office, including:
* Ensuring adequate stationary supplies.
* Dealing with ad-hoc technology requests/ issues.
* Gatekeeper of Head Office Soldo card for ad-hoc purchases off contract.
CEO Support
* Use judgement to control the CEO diary and co-ordinate meetings, internally and externally, to ensure most effective use of CEO time.
Meeting Organisation and Management
* Schedule regular and ad-hoc meetings on behalf of the CEO and wider SMT, including periodic reviews and Trade Union meetings.
* Provide administrative support in the organisation and preparation of meeting agendas and papers for such meetings, including:
* Compiling agendas.
* Drafting reports as and when required
* Collating reports from others including proof-reading/reformatting if needed.
* Producing meeting packs/papers and distributing within required timescales.
* Attend corporate meetings to take minutes and compile action logs for board and committee meetings.
Management Information and Reporting
* Implementing timely and accurate record and file management including robust version control using existing systems ensuring security, integrity and confidentiality of data in compliance with data governance arrangements.
* Assist the executive office lead and colleagues as required in the preparation, formatting, quality checking and publishing of corporate reports, presentations and correspondence.
* Oversee timely compilation and submission of KPI’s to various reporting groups.
Employee Communications
* Manage the governance of scheduled company communications and meetings including compilation of content for company newsletter.
Wider SMT Support
* Running regular long service reports and producing associated letters and issuing of vouchers.
* Overseeing and managing MML Staff pass benefit including issuing out of staff passes for new starters and replacement passes.
* Maintain annual leave trackers across Head Office teams.
* Management of vehicle V5, road tax and COF paperwork.
* PCN notices: receiving them, identifying depot/driver and paying them where appropriate.
Event Coordination and Support
* Booking travel and accommodation for MML team, including engineering apprentices.
* Co-ordinate MML events including employee engagement events, long service awards plus any other ad-hoc events.
Desirable Skills
* Organisational skills – Highly organised, motivated and able to manage and own prioritise workload effectively and work unsupervised at times.
* Confidentiality – Discrete when managing confidential matters.
* Communication skills – Excellent written and spoken English with the ability to communicate clearly and at all levels.
* Decision Making – Ability to quickly assess and triage incoming business and act on the CEO’s behalf to clear routine actions, delegate activity or elevate as appropriate.
* Attention to Detail – A high level of accuracy and attention to detail. Proven experience of producing correspondence and documents including drafting content.
* Personal resilience – able to work in a pressured environment whilst maintaining attention to detail and meet tight deadlines.
* Analytical skills – proficiency in using data and metrics to identify solutions when a problem or difficult situation arises, using own initiative.
* Stakeholder Management – Must be able to demonstrate credibility to build professional relationships with both employees and managers, and external stakeholders.
* Customer centricity – Exceptional customer service skills with a natural flair of providing support and guidance and going ‘the extra mile’.
Benefits
* Free Bus Travel for yourself + 3 (companion + 2 children OR 3 children)
* Free on-site parking
* Pension Scheme Contributions
* Benefits Hub
* Employee Assistance Programme
Essential Criteria
* Previous experience within a fast-paced, high level administrative role.
* Computer literate with a good knowledge of MS Office and SharePoint
Hours of Work
Basic : 38 hours per week.
Flexibility required for hours/days worked (including weekends) in line with operational requirements.
Salary
£35-40k dependant on experience.
Applications should include:
* the reasons you are applying for the post.
* examples of how you meet the skills
* any relevant qualifications or experience.
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