Team Administration Assistant

Job - Team Administration Assistant

Location - Sidcup Kent

Hours - 9am to 5pm Office based (after probation hybrid will be discussed)

Salary - £25K to £27K Dependant on experience

Benefits - great benefits offered

Job Summary:

To provide a highly competent Administration service to Associate Directors and other staff in the Building Services Department.

Main Job Duties:

• Formatting/Issuing Carry out the preparation and production of the following: Minutes, Specifications, Reports, Schedules and Letters.

• Client Pledge / Debt Management - To carry out client pledge each month ensuring clients have received their monthly invoice/s with no problems/queries; queries to be resolved as soon as they arise.
• Meetings/Calendars - Is responsible for the management of outlook diaries / team meetings / 1-2-1 meetings / appraisals and project resource meetings. Administration Assistant to ensure these are being carried out and are re-scheduled when necessary. To also be responsible for updating the M&E calendar with annual leave and deadlines.
• Project filing structure - To ensure all project folders are set up correctly using the standard filing structure and mail manger links are in place. To also ensure all documents are referenced and named correctly in line with current standards.
• Time Management - Check on a regular basis that engineers are completing their time sheets by the specified deadline, sending weekly reminders.

• CPD Seminars - To carry out 1 CPD seminar per month. To organise and research suitable CPD seminars for team, to organise lunch a arrange payment via purchase order to accounts. To scan in and file all certificates once received and update onto engineer's CV's.

• Web news / Case Studies - To chase for new potential Web news and Case Studies on a regular basis, to update trackers and issue to marketing department for completion.
• Curriculum Vitae's / Academic Qualifications - To keep all engineers CV's up to date and ensure they all have current company CVs and a separate CV for all sectors. All academic qualifications to be passed to the Administration Assistant scanned in and saved on file.
• Health and Safety / Training Course - To make sure the entire team have minimum training and renewed when required. Records for the health and safety team are kept up to date.

Other general offices duties include:

• Minute taking.
  • To ensure team complete sick forms when returned from sick leave and issue to HR department.

• To keep all Filing / archiving up to date and ensure boxes are labelled correctly and achieving tracker is up to date.
• Assist with the overflow of telephone enquiries from the switchboard. Answering and dealing with incoming, outgoing telephone calls, and taking messages within a timely and efficient manner.
• Provide Reception and Switchboard cover on a rota basis during holiday or absence periods.
• Handling confidential Information.
• Maintaining an electronic and hard copy of all filing system.
• Scheduling meetings and preparing them.
• Effective organisational skills.
• Organising travel & accommodation arrangements.
• Resolving administrative problems.
• Conducting research on behalf of managers.
• Filing, archiving, photocopying, scanning and faxing documents.
• General ad-hoc duties such as checking and ordering stationary and tidying the office area.
• Ensuring the engineers have the correct PPE.
• Printing / scanning / binding of documents.

JOB REQUIREMENTS/PERSON SPECIFICATION

PREVIOUS EXPERIENCE

• At a year's previous experience in a similar administrative or secretarial role.

TECHNICAL KNOWLEDGE AND SKILL

• A willingness to learn about the industry.
• Excellent communication and interpersonal skills (written, telephone, or face to face) are an essential requirement of the role.

EDUCATIONAL REQUIREMENTS AND PROFESSIONAL QUALIFICATIONS

• Good general education with a high standard in English and Mathematics.
• Advanced PC skills including Microsoft Word and Excel (desirable). Familiar with modern office technology including knowledge of using email, word processing, and the production of spreadsheets and databases.
• Fast, accurate typist with attention to detail.
• Pleasant telephone manner and excellent communication skills.

PERSONAL QUALITIES

• Highly motivated self-starter - ability to use own initiative and take responsibility.
• Excellent organisational skills.
• Methodical approach with good attention to detail to ensure a professional standard is provided to clients.
• Good team-working skills and a flexible approach to work.
• Attention to detail.
• Punctual and reliable.
• Can work without supervision.
• Ability to cope and work under pressure.
• Good written and verbal communication skills.
• Ability to multitask and manage conflicting demands.

Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate is acting as an Employment Business in relation to this vacancy.

Tate is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application.