Administrative Assistant – Wantage

Position title
Administrative Assistant
Skills
- Ability to interpret information
- Ability to deal sensitively and appropriately with confidential information
- Ability to undertake routine calculations
- Ability to take accurate and comprehensive notes / minutes at meetings
- Ability to undertake research
- Good attention to detail with proven ability to maintain accuracy
- Considerable experience of Administration
- Knowledge of general office practices and procedures
- Experience of maintaining comprehensive records
- Proven success of prioritising workload, time management and dealing with conflicting priorities
Experience
- Excellent IT skills including Microsoft Office (Word, Excel, Outlook)
- Ability to learn quickly
- Good standard of numeracy and literacy – Level 2 English & Math
Description
- Greeting visitors and telephone callers promptly and routing their enquiries efficiently and effectively.
- Assist PA & senior managers with daily organisational tasks
Meet with visitors and assist with general support - Answer and direct phone calls
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers
- Maintain contact lists
- Book travel arrangements where required
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Order items required by clients as instructed by your Line Manager
Responsibilities
- Screening all calls, establishing the caller and content of the call, as well as confirming exact contact details.
- Ensuring telephone messages are conveyed promptly, accurately, efficiently, courteously and with discretion.
- Ensuring visitors are welcomed with courtesy and in a professional manner.
- Briefing visitors on the Emergency Procedures relevant to the head office building and making sure that access is only given to the appropriate area as determined by the Calber host.
- Ensuring requests are dealt with in a timely manner and action is taken appropriately.
- Custodian of employee attendance log book and visitors’ attendance log book.
- Signatory on behalf of Calber for package/postal delivery to site.
- Liaison with couriers regarding collection times, ensuring all documentation has been prepared in readiness.
- Co-ordination of meeting room through the use of an Outlook Calendar
- Responsibility for ensuring outgoing post meets collection deadlines.
- Arranging meetings, ensuring that commitments and competing demands are efficiently managed and future needs anticipated, meeting all business priorities.
- Ensuring the meeting room is cleared after meetings and at the end of the day.
- Ensuring production of documents (for both internal and external circulation) is in line with Calber quality standards.
- Ensuring all documents are recorded and handled in line with Calber security and information management guidelines.
- Ensuring open liaison with all department managers to make them aware of any specific occurrences on site.
- Start and end of day process including unlocking / locking Reception door, turning off lights and closing windows.
Contacts
If you are interested, or are simply wanting more details, please contact our Wantage Branch on:01235 242240.
Date posted
August 3, 2022
Industry
Administration
Job Location
The Glenmore Centre, Grove Technology Park,Downsview Road,, Wantage, OX12 9GN
Hiring organization

Employment Type
Full-time
Working Hours
40 hours per week.
Mon-Fri - 8:30am-5:30pm
Base Salary
£19K-£21K Per year
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