Reports to: Managing Director
The Role
Key Responsibilities and Duties include:
Overall
1. Assist the MD and other shareholders with office and building queries.
2. Manage the office and IT requirements effectively at all times.
3. Assist in providing an active and effective contract compliance service.
4. Produce, review and roll out any business and IT changes to the office.
General
5. Manage the office inbox and personal inbox, passing on emails to the relevant persons in a timely manner.
6. Manage the holiday calendar, highlighting any conflicts/ dates that have a high number of absentees which may affect business continuity.
7. Arrange meetings for and other personal assistance requests from the MD.
8. Collate 1-2-1 forms and scan in a timely manner.
9. Prepare monthly management meetings, minuting and collating issues raised.
10. Ensuring that health, safety and fire protocol is are up to date and you are aware of building access and exit points.
11. Manage parking queries and overall office parking management.
12. Assist with office IT issues/queries as needed.
13. Manage the Clearwater website and be responsible for the marketing of Clearwater Social Media applications, ensuring they are professional, easy to navigate and provide essential and attractive information to viewers.
14. Achieve ad-hoc projects and goals as set by the MD.
Reporting
15. Prepare the Sales monthly presentation; taking responsibility for its development and figures in a timely manner and to a high standard.
16. Report live requirement figures, call stats from across the business weekly.
17. Collate and report business deals in the Friday weekly email to all staff.
18. Report on InTime Timesheet submissions weekly.
19. Report on LinkedIn Recruiter usage weekly.
20. Conduct a perm and contract deal check weekly.
21. Report Broadbean stats monthly, highlighting any issues with job boards and proposing alternative advertisement opportunities where available.
Bullhorn
22. Manage the Bullhorn database, pulling reports as figures as needed.
23. Conduct checks on Bullhorn for correct usage and on TOB from Bullhorn, highlighting any issues to senior management and individuals responsible.
24. Manage the office systems, Bullhorn and frameworks, researching, highlighting and proposing database alternatives where available.
Purchasing
25. Ordering stationery and IT equipment, birthday & work anniversary gifts.
26. Purchasing office consumables; milk, fruit weekly.
27. Purchase and present awards and other ad-hoc needs, supporting the MD during this monthly meeting.
28. Manage the office budgets, highlighting and proposing ways to be more cost-effective and save the business costs short and long term.
Work Events
29. Booking transport and accommodation and general organisation of company events and conferences, presenting event proposals and filing invoices.
30. Being the Company point of contact and professional throughout.
31. Job Fair set ups.
Compliance
32. Assisting in the training of a compliance assistance where available.
33. Where otherwise required and also in any compliance assistants absence, provide an active and effective overall Account Management compliance service for all clients and candidates.
34. Answering incoming calls to the desk and uploading roles and CVs to our Bullhorn database, portals and tracking systems.
35. Assisting all business functions with term changes, queries from clients, amendments to general terms or rebate requests.
36. Ensure candidate and client information is up to date, vetting and chasing compliance.
37. Keeping trackers up to date.
38. Being aware of and keeping Clearwater in line with up to date contractual legislation at all times.
Starters and leavers
39. Support the onboarding new starters into the business via office supplies, desk set ups, system and password set ups.
40. Support the offboarding of leavers in the business, shutting down profiles and liaising with external IT company to ensure a timely end to their access.
Marketing
41. To produce marketing material as requested by Sales & Account Managers.
42. To produce & action post for Social Media.
43. To analyse data from all social media platforms, website and google analytics
44. Updates to the company website
IT
45. To assist all staff with IT equipment issues, liaising with external IT company if you are unable to resolve independently.
46. Ordering and setting up new office IT supplies.
Accounting
47. Sales and pay invoices
48. Contractor run
49. New client set ups on InTime
50. Tracking delivery deals
51. Umbrella set ups
52. Payment queries.
PA
53. Dairy management & other ad-hoc tasks for the MD.
Person Specification – experience and attributes:
54. Able to demonstrate initiative and motivation, displaying trust and loyalty
55. Able to commit to assigned tasks in an assertive, efficient and timely manner
56. Discretion: you will often learn of confidential and HR matters
57. Good interpersonal skills, demonstrating professionalism
58. Adaptability, initiative and problem solving skills
59. Confident in communication both written and verbal, negotiation and relationship-building
60. Organisational and IT skills
61. Evidence of interest in, and commitment to, the success of the firm
62. The flexibility to work outside normal office hours from time-to-time
63. Understanding of and commitment to Clearwater values
64. Leadership of the office and the ability to ‘make things happen’