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
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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Position: Administrative Assistant

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