• You will makes recommendations on a variety of administrative issues and conduct highly complex and ambiguous assignments utilizing untested methods and procedures to resolve systemic problems impacting the organization.
• You will prepare comprehensive reports to ensure that senior management is provided with clear and concise recommendations, analysis, evaluations and interpretations concerning plans, policies and programs.
• You will work with Directorate leadership to identify, or exclude, potential problems and determine financial, material, manpower and information resources needed to execute the mission requirements.
• You will provide rapid and effective response to requests and directives pertaining to plans, programs, policies, procedures, objectives, operations, reviews, and reports pertaining to the mission.
• You will respond to to near-term requirements impacting Operations policies and programs, conducts short-term analysis, oversees projects, and coordinates staff actions which cross normal staff boundaries as assigned by the Director.
• You will respond to external requests for information from the Department of the Navy, Congress, and Department of Defense by providing briefings, information papers, and analytical planning documents.
• You will direct the implementation of new programs and plans to ensure that the organization is in compliance with higher policy and guidance.

You will serve as a/an Secretary (OA) and be responsible for performing a variety of administrative and office automation duties to relieve the Chief of Operations and the Technical Advisor of administrative requirements. Incumbent works in a classified work space and handles documents classified up to and including Secret on a daily basis.

Being a Coast Guard civilian makes you a valuable member of the Coast Guard team. Typical work assignments include:

• Receiving all visitors and telephone calls to the Chief of Operations.
• Receiving, tracking, records, reports and filing correspondence, which may be classified up to the secret level.
• Receiving, reviewing, disseminating incoming correspondence
• Responding to requests for information concerning Division functions.
• Reviewing documents prepared for signature of or requiring coordination by the Chief of Operations for conformance with regulations, grammar, format, and special policies of the Division,

Proud member of the Disability Confident employer scheme

• Coordinate and provide mail services for the command and branch medical clinics.
• Plan the day-to-day operations of mailroom.
• Make recommendations for changes in work to improve services rendered.
• Route incoming mail.
• Sort outgoing mail into a variety of specialized categories such as first class, registered, etc.
• Maintain an official serial log for retrieval and location of all outgoing correspondence.
• Operate a mail pickup truck to pick-up and distribute mail and mail matter of assorted size and weight between various buildings.

The Supervisory AO is the focal point to resolve the administrative needs of the MHSL such as space, supplies, personnel adjustments, workload adjustments, and temporary coverage, expansion of clinical program justifications, data collection, data analysis, etc. Administration will focus on this position for management information, reports, dissemination of information, and the direction of the MHSL's established short term and long-term strategic goals and mission.

MAJOR DUTIES ADMINISTRATIVE OVERSIGHT/OFFICE ADMINSTRATION - 65 PERCENT

The Supervisory AO performs administrative tasks at an independent level that is supportive and contributes to the overall functioning of the MHSL. The Supervisory AO is able to coordinate the large variety of administrative tasks expected of the MHSL direct care providers, support staff, supervisors, program directors and service line chief. The Supervisory AO engages collaboratively with MHSL and other Medical Center staff daily. The Supervisory AO provides consultation and guidance on matters that improve effectiveness, efficiency and access for Veteran to Mental Health services. These matters include but are not limited to assisting MHSL staff to review and analyze data and prepare reports and presentations. The Supervisory AO utilizes organizational skills and reporting mechanisms to develop effective and reproducible systems to manage items such as Task/Action Items and MHSL inventory. The Supervisory AO works effectively with the Quality Management service and other internal stakeholders to operationalize best practices and remain compliant to accrediting bodies. Through the understanding and utilization of systems redesign the Supervisory AO will be able to identify leading and lagging indicators for performance and satisfaction and communicate them regularly. The Supervisory AO serves as the personnel management expert for the MHSL, performing or overseeing the full range of human resources requirements. S/he makes recommendations relating to various personnel policy issues and advises the MHSL Chief and other Supervisors of personnel management matters and problems for clinical and administrative staff. The incumbent provides ongoing guidance and oversight for day-to[1]day administrative operations of the programs. The Supervisory AO assists MS administration with the Human Resource Management System (HRMS) in areas of personnel recruiting, promotion, training, equal opportunity employment, disciplinary action, performance evaluation, terminations, reassignments, and all other human resources related matters. The Supervisory AO provides advice and assistance to supervisors, program directors and staff concerning federal and agency personnel processes and procedures by interpreting human resources regulatory, policy, and procedural requirements.

BUDGET AND FINANCIAL MANAGEMENT - 25 PERCENT

The Supervisory AO provides budget formulation and/or execution for the MHSL budget; prepares a variety of budget analyses; and maintains budget records. Provides support in budget formulation for all fund control points assigned to the MHSL. Incumbent recommends and advises on budget needs, based upon the analyzing and evaluating historical data, market trends, and medical center priorities, etc. Reviews budget calls and explains schedules and data requirements to MS administration. S/he advises MS administration of the practical and technical aspects of the budget.

SUPERVISION - 10 PERCENT

Provides technical and administrative supervision of the Secretary, Clinic Coordinator, and Supervisory MSA within the service line. Plans work to be accomplished by subordinates, sets and adjusts short and long-term priorities, and prepares schedules for completion of work. Assigns work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignment, and the capabilities of employees. Evaluates work performance of subordinates. Gives advice, counsel, or instruction to employees on both work and administrative matters. Interviews candidates for positions in the unit; recommend appointment, promotion or reassignment to such positions. Identifies development and training. Find ways to improve production or increase the quality of the work directed. Develops performance standards for subordinates

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday 8:00am-4:30pm
Telework: AD- HOC.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD031950 and PD031951

You will serve as a/an Administrative Assistant and be responsible for serving as a Secretary and principal office assistant to the Fifth District Commanding Officer of Enlisted Personnel and Chief Administrative Officer providing secretarial and office management support, and directing all program, administrative and support operations for the Command.

Being a Coast Guard civilian makes you a valuable member of the Coast Guard team. Typical work assignments include:

• Performing a full range of procedural office work including serving as first point of contact for visitors and telephone callers.
• Making travel arrangements, prepares various travel orders and administers travel claims process for staff.
• Serving as the fifth Coast Guard District WebTA Timekeeper, responsible for time keeping duties in automated system for the 5th District's civilian workforce to include validating time and attendance timecards.
• Providing assistance for expediting work within the divisions and subordinate branch offices, recommending shifts in clerical help to adjust fluctuating workload, explaining report requirements, arranging for the collection of information and/or data, providing direct assistance for implementing instructions and new procedures, and accomplishing similar actions.
• Reviewing outgoing correspondence to ensure compliance with procedures and regulations.

The primary function of this position is to perform administrative support, personal management, budget review and analysis, resource monitoring and data input for all correspondence and communication support for the Pharmacy Service.

Duties include but are not limited to:

• interpreting administrative policies defining administrative requirements.
• Providing advice to the Chief on related issues.
• Administratively supports pharmacy leadership and program coordinators.
• Timekeeping.
• Assisting in the procurement of office supplies.
• Helps with the management of the pharmacy reverse distribution process.
• TMS super-user and Shares drive/SharePoint updating.
• Data mining and analysis needed to support the Pharmacy.
• Service's emerging needs or patient care issues.
• Captures and collate all non-formulary review data.
• Assists with planning, reviewing, or revising policies and procedures that impact Pharmacy Service operations.
• Serves as the administrative resource and clearing point for personnel management activities.
• Drafts functional statements.
• Prepares position/function/organizational charts to ensure that they reflect the evolving program changes. Anticipates vacancies and prepares proposals for request for hiring authority.
• Reviews and analyzes statistical reports and budget requirement to include IPPS review and payment.
• Monitoring and controlling of budget allocations and expenditures.
• Analyzes status of equipment/funds and reviews justification for additional equipment/funds as well as the transfer of funds between control points.
• Responsible for conducting annual equipment inventory and advises leadership on the requirement and procedures for acquisition, repair, and disposal of equipment.
• Ensures equipment requests are adequate, appropriate, and required for service operation.

• This position is a NAGE Bargaining Unit position.
• May be required to attend conference at other facilities or other VA sites on occasion.
• Current and former Federal employees must submit copies of their most recent SF-50 (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This position is in the Competitive Service.
• Time-in-Grade Restriction: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements. The grade may have been in any occupation but must have been held in the Federal service.
• Veterans' preference does not apply for other current permanent Federal agency employees.

Duties include, but may not be limited to the following:

Provides medical administrative coverage for all Facility administrative duties during absences and irregular hours (Non-Policy Making). Assist with processing admissions. Assists with processing discharges. Assists with enrollment & eligibility for external customers about VA Health Benefits. Provides travel processing support for internal and external customers. Supports health information management systems with information and processing, presentation, and reporting. Maintains and pulls regular reports on multiple digital systems upon request. Coordinates communication between departments and leadership for any emergency situations. Interprets and instructs on established VA, Federal, and Local Policy, Procedures, and SOPs.

Provides medical administrative coverage for all Facility administrative duties during absences and irregular hours (Non-Policy Making). Assist with processing admissions. Assists with processing discharges. Assists with enrollment & eligibility for external customers about Health Benefits. Provides travel processing support for internal and external customers. Supports health information management systems with information and processing, presentation, and reporting.

Provides medical administrative coverage for all Facility administrative duties during absences and irregular hours (Non-Policy Making). Assist with processing admissions. Assists with processing discharges. Assists with enrollment & eligibility for external customers about Health Benefits.

Work Schedule: Week days, weekends and holidays 12am-12pm shift
Compressed/Flexible: Not Available
Telework: Ad Hoc
Virtual: This is not a virtual position.
Position Description/PD#: Medical Admin Specialist/PD99385S

NOTIFICATIONS:

• This position is in the Competitive Service.
• Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This is an NAGE Bargaining Unit position.
• Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.
• This position is covered by locality-based comparability pay.
• Narrative responses to the knowledge, skills and abilities (KSAs) may be required from the selectee in order to proceed with the appointment.
• Incomplete applications will not be considered.

Personal Assistant to Port Director & Deputy Port Director

Salary: Band 7 - £31,067 - £35,235 p.a.

Permanent

37 hours per week Monday to Friday

The City Council controls all its maritime activities through the Port Service. Portsmouth International Port comprises the International Cruise and Ferry Port, Flathouse and Albert Johnson Quays and the Camber.

What is the role?

This is a brilliant opportunity to join us and provide a Personal Assistant service to the Port Director (PD) of Portsmouth International Port, diary and travel management for the Deputy Port Director (DPD) and manage both reception and a business support administrator, who provides support to the senior management team at the port.

Please click HERE for the full job profile which gives you all of the main duties of the role!

Who is the person?

You need to have:

1. Excellent literacy and numeracy (GCSE level or equivalent in English and Maths is required due to the administrative work involved in the role.

2. Formal secretarial qualification or equivalent standard is desirable or experience of working as an effective personal Assistant at Director level, with the ability to take concise minutes and capture actions accurately, preferably in a corporate environment.

3. Excellent communication and customer service skills.

4. The ability to converse at ease with customers and politicians.

5. Excellent grammar to be able to draft letters from a short brief.

6. Excellent organisational skills.

7. Proficient with M365 applications, including Microsoft Office, Outlook, Teams, Word and Powerpoint.

9. Shorthand (beneficial but not essential).

10. Experience of working to tight deadlines in a dynamic environment and using own initiative to problem solve.

11. Experience of diary management and outstanding organisation skills to ensure that the PD and DPD have everything required for the day ahead.

12. Good attention to detail with proven ability to think ahead and plan workload.

13. Proven experience of analysing office management processes to make them more efficient.

14. Cost management through challenging invoice payments. Setting up orders and checking invoices.

If you have any questions, or would like an informal discussion about the role, please call Mike Sellers, Port Director on 023 9285 5901.

Closing date: 1st December 2024

Interviews: 16th/17th December 2024

When completing the application form, please thoroughly tailor your application to the 'Who is the Person' points with the use of examples from your experience and attach this as a cover letter in the Supporting Documents section. This is really important or you are likely not to be shortlisted. Please ensure your C.V. is tailored to the role following the advice above. And that it includes include your full work history, explaining any gaps and includes employers name and address. Please click HERE for the full job profile!

All employees and third parties working at the Portsmouth International Port are subject to a Substance Misuse - Drug & Alcohol Testing Policy and the Port reserves the right to carry out with cause and random testing.

You will need to demonstrate that you have the Right to Work in the UK. No post will be offered without it.

We are a disability confident employer - committed to ensuring that our recruitment and selection process is inclusive and accessible and welcome applications from all areas of society.

We really appreciate our employees and fully realise they are essential to our success and look to offer an inclusive, supportive working environment where employees can reach their potentials with a healthy work life balance, offering the following rewards:

• A generous pension scheme
• Up to 31 days annual leave per year pro rata + bank holidays
• We offer flexible working options including hybrid working with a minimum of two days office based per week pro rata, giving you the flexibility to work up to three days at home every week. Hybrid working is dependent on the role and service needs, exact details will be discussed with you at interview.
• A range of retail discounts via our reward portal offering discounts at retailers including IKEA, Currys, Tesco
• Free Access to Employee Assistance Program (EAP) and wellbeing support
• Access to a wide range of training and development opportunities including apprenticeships
• Potential to purchase additional annual leave
• Business travel support and initiatives, including bike loans

Are you looking for a dynamic role where every day brings new challenges and opportunities to make a difference? Look no further! Brook Street Ltd is thrilled to present a fantastic opportunity for an Admin Assistant at the prestigious Aldershot Justice Centre.

Why Join Us?

• Meaningful Work: As an Admin Assistant, you'll play a vital role in supporting the efficient functioning of the Justice Centre, contributing to the administration of justice.
• Collaborative Environment: Work both independently and as part of a supportive team, fostering professional growth and camaraderie.
• Technologically Advanced: Work with modern IT systems and support various digital processes, embracing the future of justice administration.

Position Details:

• Location: The Civic Centre Wellington Avenue Aldershot, GU11 1NY
• Contract Type: Full-time temporary, current end day 31/03/2025 with possibility of extension.
• Work Hours: Monday to Friday, 09:00-17:00, allowing for a healthy work-life balance.
• Pay Rate: £11.00 per hour.

Key Responsibilities:

• Engage with court users and the public in a polite and professional manner.
• Manage basic administrative tasks, such as data entry, record-keeping, and handling routine inquiries.
• Use IT skills to assist with scheduling, communications, and other digital tasks.
• Provide essential support for Justice Centre staff, ensuring smooth day-to-day operations.
• Work collaboratively with colleagues, fostering effective communication and coordination.

Desired Competencies:

• Politeness and helpfulness in interactions with internal and external customers.
• Ability to stay composed and tactful in challenging situations.
• Demonstrates customer awareness, providing efficient and courteous service.
• Clear and honest communication skills, able to convey important information promptly.
• Values inclusivity, teamwork, and diversity.
• Approachable, respectful, and maintains confidentiality and fairness in all interactions.
• Comfortable with basic public-facing interactions.
• Previous administrative experience is desirable but not essential.

The position is subject to a Basic DBS check and requires three years of referencing.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you. 

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.

Are you looking for a dynamic role where every day brings new challenges and opportunities to make a difference? Look no further! Brook Street Ltd is thrilled to present a fantastic opportunity for a Court Usher (Admin Assistant) at the prestigious Basingstoke Justice Centre.

Why Join Us?

• Meaningful Work: As a Court Usher, you'll play a vital role in ensuring the smooth functioning of the courts, contributing to the administration of justice.
• Collaborative Environment: You'll have the chance to work both independently and as part of a supportive team, fostering professional growth and camaraderie.
• Cutting-Edge Technology: Embrace the future of legal proceedings by working with advanced IT systems, including remote video hearings and courtroom technology.

Position Details:

• Location: London Road, Basingstoke Justice Centre, RG21 4AB
• Contract Type: Full-time temporary, current end date 31/03/2025 with possibility of extension.
• Work Hours: Monday to Friday, 09:00-17:00, allowing for a healthy work-life balance.
• Pay Rate: £11.44 per hour.

Key Responsibilities:

• Engage with court users and members of the public in a courteous and professional manner.
• Demonstrate proficiency in IT, managing remote video hearings, coordinating with prisons, and handling recording equipment.
• Utilise Cloud Video Platform technology to facilitate remote attendance at court proceedings.
• Perform general administrative duties during non-court hours, ensuring operational efficiency.
• Collaborate closely with adjudicators and court sections, fostering effective communication and coordination.

Desired Competencies:

• Politeness and helpfulness towards all customers, internal and external.
• Maintain composure and tactfulness when faced with challenging situations.
• Display awareness of customer needs, delivering efficient and polite service.
• Communicate important information promptly and clearly, with honesty and tact.
• Foster a culture of inclusivity and teamwork, valuing diversity and differences.
• Address unacceptable behaviour constructively, promoting a positive work environment.
• Approachable, non-judgemental, and respectful in interactions, maintaining confidentiality and fairness.
• Comfortable with public speaking
• Previous administrative experience is desirable but not essential

The position is subject to an Enhanced DBS check and 3 year's referencing.
If you are interested in the position, please apply below.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you. 

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.

About the Role:

The successful candidate will be required in supporting the Company Secretarial Function in ensuring that the candidate is fully compliant with its listing on the London Stock Exchange, and with the Corporate Governance Code and the UK Companies Act.

Responsibility for providing expert Company Secretarial advice and comprehensive administrative Board support in respect of the Group's principal operating subsidiaries, administration of the Group's employee share plans and providing assistance to the Senior Assistant Company Secretary in ensuring that the client is compliant with Corporate Governance and Companies Act requirements.

Key Responsibilities:

• Providing expert Company Secretarial advice to support the Group, having an appropriate framework in place to protect strategic, operational, reputational and financial risks, from a company law compliance perspective.
• Supporting the Company Secretary to ensure full compliance with the Listing Rules, Disclosure and Transparency Rules (DTRs) and Corporate Governance Code, to safeguard the Company's continued listing with the London Stock Exchange.
• Contributing to the development of the Company Secretarial function strategy, bringing best practice to raise the profile of the team.

Subsidiary Company Compliance:

• Maintaining records for all Group companies on Blueprint software.
• Administrative support and statutory compliance with UK Companies Act for all UK subsidiary companies within the Group, including:
  • Maintenance of UK subsidiary company statutory records;
  • Drafting and preparation of minutes and supporting materials for approval by the requisite subsidiary board;
  • Ensuring that statutory forms and returns for all Group subsidiary companies in the UK are prepared and filed promptly at Companies House, including annual confirmation statements, annual accounts, amendments to statutory documents or share capital changes, director and secretary changes, change of auditors and change of registered office;
  • Assisting the Group Finance department with the preparation, approval and filing of annual accounts for all UK subsidiary companies and for overseas companies, as necessary and as agreed; and
  • Ensuring that each Group subsidiary company complies with its memorandum and articles of association, drafting and incorporating amendments in accordance with correct procedures.
• Support and assistance with statutory compliance for overseas entities within the Group, including:
  • Assisting with administering director and secretary changes, and changes to registered offices;
  • Arranging for appropriate training for subsidiary directors; and
  • Submission of Annual Returns and other filings.
• Arrangement of proxies for AGMs and obtaining shareholder approvals
• Supporting group structure changes, including incorporations, dissolutions and M&A acquisitions and disposals, in conjunction with other functions e.g. Legal, Strategy, Tax, Finance and Commercial. Reflecting changes in corporate records.
• Maintenance and distribution of Group Structure chart.

Market Abuse Regulation:

• Monitoring and supporting compliance with the Market Abuse Regulation to safeguard the Group from breach of compliance, and fines from the FCA, including the set-up of an independently assessed and fully evidenced MAR compliance process.
• Responsibility for set-up and maintenance of the Insider and Confidential/Project information lists, ensuring the Group's Share Dealing Code is up to date.
• Managing the approval of clearance to deal applications, including keeping records up to date and accurate.
• Maintaining the register of Director and PDMR share interests.
• Overseeing the process for close period announcements.

Employee Share Plan Administration:

• Liaising with Reward, EQ and the Employee Benefit Trust trustees and assisting with the awards made to participants in the our clients Incentive Scheme, award vestings and ongoing administration.
• Drafting of share transaction related RNS announcements for Executive Directors, letters of recommendation to EBT and share award deeds.
• Preparing for, and managing the process for making new listings/market purchases of shares, as required by employee share plans.

Requirements:

• Highly organised, with excellent attention to detail
• Ability to work as a team player with strong communication skills
• Excellent understanding of the Company secretarial function in a FTSE quoted Company
• Able to work autonomously on tasks and manage own deadlines in a timely manner
• Demonstrable flexibility and willingness to add new subject areas of experience to their portfolio of work

Experience & Qualifications:

• Proactive, flexible and able to work effectively under pressure
• ICSA Qualified/Part Qualified
• ICSA Certificate in Employee Share Plans, or practical experience of dealing with employee share plans, desirable

If you're looking for a career that will help you stand out, join our client, and fulfil your potential. Whether you want a career that could take you to the top, or simply take you in an exciting new direction, our client offers opportunities, support and rewards that will take you further.

Either apply direct! Or please contact me on

Please note, in the event of a high volume of applications for this role, we will not be able to respond to each individual applicant. Unfortunately, if you have not been contacted within 7 days we will not be progressing with your application. Thank you for your understanding

At Fawkes & Reece we are recruiting for an Administrative Assistant to join a leading main contractor based in Southampton on a six month contract basis.

The role of the Administrative Assistant will be to provide support to site teams on the framework. Predominantly you will carry out Administrative duties, organising site diaries, organising notices to surrounding areas and providing customer support, reporting into the Senior Project Manager.

Responsibilities for Administrative Assistant

• Declaring notices to residents within surrounding areas
• Answering customer service calls and providing solutions or escalating to relevant person if necessary
• Logging data and information on the server in the correct manner and format
• Providing support to the business and site teams

Requirements for Administrative Assistant

• Organisational skills is key
• Ability to prioritise tasks by importance
• Strong written and verbal skills
• Computer literate

What we offer for Administrative Assistant

Competitive day rate + package and the potential opportunity to go permanent if desired with progression and development.

If you want to hear more about this Administrative Assistant role please apply with an up-to-date copy of your CV or contact Claire Spiers in our Southampton office on 07749578588.

Your New Company
Are you looking to join an up-and-coming business? We are working alongside a fantastic client based in Waterlooville, who are looking for a PA / Office Manager to help with the day-to-day running of the office.


Your new role
Key Responsibilities:

Admin Staff Management:Oversee and coordinate the daily activities of the administrative team.Provide training, guidance, and support to ensure high performance and professional development.Conduct regular performance reviews and provide constructive feedback.
Management of Inbox and Phone Lines:Monitor and manage the organization's main inbox, ensuring timely and professional responses to enquiries.Handle incoming and outgoing phone calls, directing calls to appropriate departments and taking messages as necessary.
Administrative Support:Provide comprehensive administrative support to various departments as needed.Assist with the preparation of reports, presentations, and correspondence.Maintain and organise office files and records.
Calendar & Diary Management:Schedule and coordinate meetings, appointments, and events for senior management and staff.Ensure all calendar entries are up-to-date and conflicts are resolved promptly.Prepare and distribute meeting agendas and materials.
Minute Taking:Attend meetings and take accurate minutes, capturing key points and action items.Distribute minutes to relevant parties and follow up on action items as required.
Invoice Management:Process and track invoices, ensuring timely payment and accurate record-keeping.Liaise with vendors and suppliers to resolve any billing issues.Maintain financial records and assist with budget tracking.
Order Office Equipment:Manage the procurement of office supplies and equipment, ensuring adequate stock levels.Evaluate and negotiate with suppliers to obtain the best prices and terms.Oversee the maintenance and inventory of office equipment.
Manage Office and Arrange Necessary Repairs:Ensure the office environment is well-maintained and functional.Coordinate with maintenance services to address any repair needs promptly.Implement and oversee office policies and procedures.
Provide General Support to Visitors:Greet and assist visitors, ensuring a welcoming and professional environment.Provide information and direct visitors to appropriate personnel or departments.Handle visitor enquiries and resolve any issues or concerns.

What you'll need to succeed
Previous / current Administration experience ideally within an office setting.
Previous Personal Assistant experience desired.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk