ADMINISTRATIVE SECRETARY – ROTHERWAS, HEREFORD
If you are looking for a new challenge with a global market leader which designs and manufactures aerospace search and rescue equipment, this is the role for you. With over 6 decades of experience, we are dedicated to delivering high‑quality solutions to our customers worldwide. We are seeking a professional, organised, and proactive individual to provide secretarial, reception, and administrative support within our Business Administration Centre.
Role Responsibilities
* Provide a professional and efficient front‑of‑house service, meeting and greeting visitors, issuing passes, and managing incoming calls.
* Maintain a consistently organised, presentable, and well‑managed reception and meeting environment.
* Provide comprehensive administrative and secretarial support to Business Administration and Directors.
* Prepare agendas, coordinate schedules, attend meetings where required, producing accurate, structured, and timely minutes suitable for formal business use.
* Draft, format, and manage professional correspondence, reports, and internal documentation to a high standard.
* Maintain accurate administrative systems, records, and databases, ensuring information is kept up to date and accessible.
* Process and distribute incoming and outgoing post, emails, and communications in a timely and organized manner.
* Coordinate meeting‑room bookings and maintain scheduling systems.
* Produce and distribute timesheets in line with business cycles.
* Order and manage stationery and office supplies.
* Maintain three internal directories, ensuring company information is kept up to date and distributed as required.
* Liaise with internal departments and external third parties.
* Distribute information for communication across company noticeboards.
* Support and coordinate internal events and staff activities, including seasonal and company‑wide initiatives.
* Organise visitor refreshments and buffet lunches.
* Coordinate and maintain administrative oversight of company fleet activities.
* Ensure vehicle servicing, MOTs, maintenance, and repairs are scheduled and recorded appropriately.
* Maintain accurate fleet records and documentation.
* Control bookings of company vehicles to authorized drivers and maintain booking records.
* Ensure driving licence checks are completed, records are kept up to date, and any concerns (e.g., licence points) are escalated appropriately.
* Act as key point of contact for facilities and front‑of‑house related queries, providing coordination support to two general duties drivers, one cleaner, and gardener, escalating issues where necessary.
* Work collaboratively with the Receptionist to ensure:
o Reception cover for breaks, holidays, and absences.
o Fleet, transport, and facilities‑related tasks are completed efficiently.
o Consistent standards and service delivery.
o Workload is managed effectively across the team.
o Proactive communication and coordination to maintain uninterrupted front‑of‑house service at all times.
* Provide administrative support to the HR team (e.g., interview scheduling, onboarding documentation, and general administrative tasks), proactively seeking out and completing tasks.
* Operate with a high level of professionalism, discretion, and accountability in a visible, front‑facing role.
* Maintain a high level of confidentiality at all times.
Job Requirements
* Proven experience in a secretarial or administrative role within a professional environment.
* Demonstrable experience taking formal meeting minutes and producing structured, accurate documentation.
* Highly proficient in MS Office (Word, Excel, Outlook).
* Strong organisational skills – able to manage and prioritise workload independently.
* Excellent written and verbal communication skills.
* Professional, presentable, and confident in dealing with people at all levels.
* High attention to detail with consistent accuracy.
* Discrete, trustworthy, and able to handle confidential information.
* Proactive and self‑motivated approach – able to remain productive during both busy and quieter periods.
* Previous reception or customer‑facing experience desirable.
* Experience coordinating administrative processes such as fleet and facilities desirable.
Benefits
* Free onsite parking.
* Free refreshments (tea and coffee).
* Casual dress.
* Company social events.
* Opportunity for company bonuses.
* Cost‑of‑living reviews carried out annually by the Directors.
* 20 days holiday plus bank holidays and your birthday off (to be taken at any time of the year).
* Long service holiday accrual scheme: gain 1 extra holiday day per year from 5–10 years’ service up to a maximum of 26 days.
* Life Insurance Scheme – 3× annual salary.
* Health and wellbeing programme.
* Employee Assistance Programme.
Additional Details
* Full‑time position.
* Immediate start.
* Hours based on a 40‑hour week, Monday to Friday 8.00 am to 4.30 pm with a half‑hour lunch.
* Salary commensurate with experience.
* Free internal training provided as required.
* Opportunities to progress, promote internally, and up‑skill.
* Due to the nature of the business being a manufacturing environment, working from home arrangements are not available.
HR Department – H R Smith Group of Companies, Unit 416, Tarsmill Court, Rotherwas Industrial Estate, Hereford, HR2 6JZ.
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