To support the London team with general office management and the day to day running of the office. To make sure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively.
Provide a reliable, supportive and proactive PA service to the senior leadership team, promoting best practice in all areas and maintaining high levels of confidentiality. To promote company unity and common corporate goals whilst ensuring respect for the individual and recognising individual needs.
To challenge the 'way things are done' and consider and encourage innovative practice where possible. All tasks to be carried out efficiently and effectively, in accordance with Gen II’s procedures.
What you’ll be doing
Your role may include, but will not be limited to, the following tasks which we call ‘Defined Business Activities’. The list of defined business activities is not exhaustive and may be amended from time to time:
General Administration
Assist all areas of the business with ad hoc administration tasks
Management of onsite filing system and offsite archiving
Developing and implementing new administrative systems, such as record management
Maintain telephone list information
Answer main line telephone and assist callers, ensuring all calls are forwarded to the most appropriate member of the team
Provide PA assistance to the senior leadership team to include diary management, travel arrangements, expense processing
Office management
Liaise with the HR team to ensure that the new starter induction process runs smoothly
Liaise with building reception and management team
Report and follow up any issues and or arrange any necessary maintenance work
Manage office space and desk allocation, including taking responsibility for office furniture and equipment
Order office supplies – including stationery, kitchen supplies etc.
Maintain and/or develop supplier relationships, sourcing the best rates and service for our requirements
Recording office expenditure and managing the budget
Liaise with HR in relation to training and seminar bookings
Coordinate team functions
Process invoices
Health and Safety
To take on the role of Health and Safety Officer
Ensure all necessary staff receive appropriate training for in both health and safety and fire safety
Make sure first aid supplies are not kept beyond expiry and are replenished
Arrange regular testing for electrical equipment and safety devices
Deliver internal and external messages plus incoming post and internal mail to all desks
Prepare registered deliveries and courier packages for collection
Meetings
Manage meeting room diaries and bookings
Meeting requests
Organise all aspects of meetings – greet visitors, arrange refreshments and ensure meeting rooms are kept tidy
The ideal background for this role
Qualifications
Sound academic background
GCSEs in English Language and Mathematics (or equivalent) at grade B or above
Experience
Previous office management, reception and PA experience
Knowledge
A detailed working knowledge of Microsoft Office 2010, including Word, PowerPoint and Excel
Role Location/Hybrid Schedule
This role is based in our London office and will require the individual to be in the office on a daily basis
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