This role sits in the reception area and will also be responsible for meet and greet reception duties. It requires 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. The position does not offer hybrid working due to its reception‑based duties and requires on‑site presence 5 days a week (Monday through 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, such as organising and delivering HR inductions, arranging ID passes, administering required tools for new hires and raising IT tickets for leavers.
* Book training courses, raise purchase orders and organise training interventions.
* Ensure internal communications are appropriately cascaded using newsletters, team chat, SharePoint, and site‑wide emails.
* Support the MD with quarterly staff All‑Hands meetings.
* Assist the CI Manager with the Continuous Improvement (CI) program called the ‘IDEAS Scheme’.
* Support the HR department with organising staff social and charity events, such as the Summer BBQ or Christmas celebration.
* Book travel arrangements for employees travelling for business purposes, including flights, hotels, taxis and related documentation.
* Provide administrative support to the purchasing function, assisting with day‑to‑day procurement activities, raising and managing indirect purchase orders, reviewing supplier order confirmations, and proactively chasing overdue POs.
* Monitor and action system‑generated exception messages to ensure timely resolution of supply issues and maintain supplier scorecards.
* Maintain effective communication with internal stakeholders and suppliers to ensure continuity of supply and resolve queries.
* Ensure adherence to the Company’s ISO 9001 Quality, ISO 14001 Environmental and Health and Safety management systems.
Qualifications
* 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.
* Capable of managing a varied workload and prioritising effectively.
* Proactive, “can‑do” attitude and willingness to support across different areas.
* Full UK driving licence and access to a car (essential due to location).
Equal Employment Opportunity
We at Spellman High Voltage Electronics Corporation believe that each individual is entitled to equal employment opportunities without regard to race, color, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status or disability. The right of equal employment opportunity extends to recruiting, hiring, selection, transfer, promotion, training and all other conditions of employment. To request accommodation related to disabilities, please email us at careers@spellmanhv.com, or call +1 (631) 630-3000.
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