Address
Form of work
SalaryJob Title Company Group Administrator
Reports To Compliance & Administration Manager
Location Head Office, Tottenham
Standard Hours
8.00am – 5.00pm
Mon – Fri
Salary Range
£26-28K
Contract Type
Full time, permanent
JOB DESCRIPTION
Objectives
To contribute to the vision and success of the Group
To oversee communications between the Chairman and Subsidiaries
To provide admin support as required and supply the board of Directors with accurate information as requested
To oversee the increased use of the new Website, Intranet and social media accounts to increase visibility
To maintain accurately records for HR functions
To undertake/supervise reception duties as necessary, both on site and off site
Responsibilities of the post
Admin
Book the board room for Chairman’s meetings.
Manage Chairman’s diary, re-arrange meetings, respond to meeting invitations.
Distribute the agenda for meetings chaired by Chairman to all attendees.
Set up the board room/ Teams call and print out any additional documents needed for the meeting.
Take minutes for meetings and distribute to attendees in a timely manner.
Take monthly board meeting minutes for; Fire Safety and The Company Group.
Collect, file and distribute reports to all attendees prior to the meeting.
Support the Compliance and Administration Manager in maintaining efficient office and HR services
Complete ad hoc admin tasks for the board of directors.
Answer the Head Office phone and transfer calls/take messages to pass on to staff.
Deal effectively with incoming mail and outgoing mail by franking/posting mail and taking to post office
Check stock levels of stationary and vending machine.
HR
Recruitment:
Liaise with recruitment agencies who have signed up to our terms.
Send CVs to line managers/directors and book in interviews.
New starters:
Send contract of employment and new starter forms to the new starter.
Contact IT to get equipment set up in time for start date.
Collect completed forms and scan ID on first day of employment. Complete induction checklist.
Send employee handbook/ job description and induction pack to new starter.
Set up IRIS HR profile.
Payroll:
Once staff have received a salary increase/alteration, send a letter to confirm this – send a copy to accounts.
HR Solutions:
Contact HR Solutions for advice/guidance docs to assist with redundancies/grievances/tribunals etc.
IRIS HR:
Set up employee profile and pre-populate information from new starter forms.
Assign the line manager.
Arrange a meeting with the new starter to go through the modules e.g. absence and time, on the portal.
Add job numbers/contract names onto the time module for staff to submit timesheets.
Ensure IRIS profiles are kept up to date, e.g. current line manager, up to date training certs etc.
Contact IRIS support services if experiencing any issues with the system.
Key Deliverables
All administrative tasks are carried out with accuracy and efficiency.
Staff, partners and visitors are dealt with in an appropriate and prompt manner.
Data (both paper based and electronic) is high quality, accurate and up to date.
All enquiries are dealt with quickly and recorded in a professional way.
Meetings and appointments for Directors are booking in efficiently at an appropriate time/date.
Reports are created and distributed to Directors in time for the board meetings.
PERSON SPECIFICATION
Skills, Abilities & Knowledge
Essential
Desirable
Commitment to the Vision and ethos the Group
Good organisational and presentation skills
General business awareness, a practical mind and sound judgement
An ability to work constructively as part of the wider team
Knowledge of business packages including diary formats, w/p, databases, spreadsheets, PowerPoint, desk top publishing and Internet facilities
Good ICT and general communication and presentation skills
Accurate record keeping with a keen eye for detail
Demonstrable ability to meet deadlines
Ability to follow instructions accurately and promptly
Ability to multi-task
Experience
Essential
Desirable
Successful record of undertaking administration tasks
Proven ability to plan and prioritise workload to meet deadlines
Proven ability to follow instructions accurately
Experience of office solutions packages
Qualifications
Essential
Desirable
GCSE C or above English
GCSE C or above Maths
Evidence of continuing professional development and/or outside hobbies
Personal Qualities
Clear spoken and written English
Good telephone manner
Highly motivated
Good time keeping, punctual
Confident when interacting with colleagues and partners
Flexible and adaptable
Good sense of humour
Positive and enthusiastic
