About Us
Spellman High Voltage Electronics Corporation, a family owned business for over 75 years, takes pride in powering progress in health, security and quality of life. We are key partners with the world’s leading medical devices, semiconductor, scientific analytics and industrial systems manufacturers. When they want to push the limits of what’s possible with high voltage applications, they turn to us to make it happen.
While Spellman is not a household name, our products are used to make and often power many of the most advanced technologies that make modern life possible. With design and manufacturing sites in North America, Europe and Asia, we have become the preferred provider of high voltage power solutions for OEMs pushing the boundaries of technology around the world by designing and producing the products they need to power progress.
To provide a professional administrative and customer focused support service for Spellman UK. This role sits in the reception area and will also be responsible for meet and greet reception duties.
The requirement of the post needs an extremely well-organised and pro-active individual with excellent IT skills, a high standard of administrative, clerical and secretarial skills, and the ability to deal effectively with a wide range of people. You will also have excellent communication and interpersonal skills, work with meticulous attention to detail and maintain discretion at all times.
This role does not offer Hybrid Working due to its Reception based duties and would require someone who is able to come on site 5 days a week (Monday through to Friday).
Key Responsibilities
Act as the first point of contact for employees, visitors and callers, providing a professional and welcoming reception service, including answering and directing telephone calls.
Organise and coordinate meetings for staff, including booking meeting rooms and arranging refreshments/lunches where required.
Coordinate basic facilities-related administration (e.g. administering ID passes, visitor logs and contractor access).
Support HR Onboarding and Offboarding Activities: Organising and delivering HR inductions when the HR Assistant is on leave, arranging ID passes, administering required tools for the new hire such as PPE (Lab Coats, safety glasses and safety shoes) and locker room access etc.
Raising IT Tickets for leavers and ensuring company property is returned and recorded.
Learning and Development: booking training courses, raising POs and organising training interventions
Communications: Ensuring internal communications are appropriately cascaded as directed using various methods such as newsletters, comms screen, Teams, SharePoint and site-wide emails. Support the MD with the quarterly staff All-Hands meetings
Support the CI Manager with the Continuous Improvement (CI) programmed called the ‘IDEAS Scheme’
Staff Social and Charity Events: Support the HR department with organising staff events such as the Summer BBQ or Christmas end of year celebration.
Responsible for booking travel arrangements for employees travelling for Business purposes, such as flight’s, hotels and taxis etc. This involves working with our travel agent to find the best travel deal/package and sending all required travel related documentation to the employee(s) travelling
Provide administrative support to the Purchasing function, assisting with day-to-day procurement activities.
Monitor and action system-generated exception messages to ensure timely resolution of supply issues.
Raise and manage indirect purchase orders (POs), including updating and maintaining accurate records within internal systems.
Review and process supplier order confirmations, ensuring alignment with purchase orders and highlighting discrepancies where required.
Proactively chase overdue purchase orders and liaise with suppliers to maintain on-time delivery performance.
Support supplier performance monitoring through the preparation and maintenance of supplier scorecards.
Maintain effective communication with internal stakeholders and suppliers to ensure continuity of supply and resolve queries.
Responsibility for adhering to the Company’s ISO 9001 Quality, ISO14001 Environmental and
Health and Safety management systems
Experience
Previous experience in an administrative, office support, or coordination role
Strong IT skills, including confidence using Microsoft Office (Word, Excel, PowerPoint)
Ability to learn new systems quickly and work across multiple platforms
Highly organised with excellent attention to detail
Confident communicator with a friendly and professional approach
Able to manage a varied workload and prioritise effectively
A proactive, “can-do” attitude and willingness to support across different areas
Full UK driving licence and access to a car (essential due to location)