Administrative Assistant

Job Title: Administrative Assistant

Area: Chichester

Salary: £24,000 to £25000 d.o.e

Responsibilities for Administrative Assistant:

Reception and Facilities Management:

• Manage the online booking system (Sign In App) and handle reception duties.
• Greet visitors, accept deliveries, and serve as the frontline telephone responder.
• Maintain meeting rooms, directors’ room, and assist during meetings.
• Fulfil responsibilities as Fire Warden and First Aider, including being a named responder

Administrative Support:

• Provide general administrative assistance to the Finance team, HR team, and Compliance Consultant.
• Support softphones, mobile phones, and 2SMS messaging system administration.
• Manage the admin credit card and submit monthly expenses on Continia.
• Take accurate meeting minutes as required.

Office Supplies and Equipment:

• Order and manage kitchen/domestic supplies and equipment.
• Order gifts for employees and raffle donations for customers.
• Maintain the Company Organogram.
• Organize annual PAT testing of all electrical equipment.

Facilities Management:

• Check, replenish, and manage facilities and equipment within the building (e.g., kitchen, toilets, staff room).
• Understand and operate key equipment/facilities (e.g., printers, heating system, security system, and Flip screens).

Business Insurance and IT Support:

• Assist the Financial Controller with business insurance administration, including annual renewals.
• Provide general IT support, managing/monitoring all IT assets and subscriptions.

Business Vehicles and Petty Cash:

• Provide administrative support for matters relating to the business fleet.
• Manage the annual renewal of Driver Declaration forms, PCN administration, and vehicle rental administration.
• Maintain petty cash and provide monthly reconciliation to the Assistant Accountant.

Event Coordination:

• Organize annual events, including Company Day, summer party, and Christmas party.
• Assist in planning and executing ad-hoc events, including support for regular team social gatherings.

• Travel and Accommodation Management:
• Manage hotel bookings for employees and guests.
• Coordinate venue bookings for various company events.
• Arrange taxi bookings for staff when necessary.

Qualifications:

• Proven experience in administrative roles with diverse responsibilities.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent communication, interpersonal, and customer service skills.
• Proficient in using office software and IT tools.

Attributes:

Proactive: Anticipate needs and take initiative.

Detail-oriented: Ensure accuracy in all tasks.

Collaborative: Work effectively with cross-functional teams.

Resourceful: Find solutions to challenges efficiently.

How to Apply:

Candidates interested in the Administrative Assistant should submit their CV in response to this advert