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General Administrator / Receptionist

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Job ID:

42089

Location:

Middlesex 

Salary:

£23,000.00 per year
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Job Views:

22

Posted:

06/06/2018
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Job Description:

My client, a well-established telecommunications company specialises in providing call recording and workforce optimisation solutions and today ranks as one of the most experienced independent providers with expertise covering systems design, project management, implementation and ongoing service delivery and support.

The following breakdown of tasks shows the most common activities which are required to a greater or lesser degree throughout the company; the departmental headings are for convenience only, and provide an indication of where those tasks will be most commonly applied.

The list of tasks is not exhaustive and it should be noted that any other reasonable administrative activity should be undertaken as and when deemed necessary to support the company accordingly.

MANAGEMENT SUPPORT

- Diary management and organise/coordinating meetings for Directors and various managers

- Occasionally acting as a 1st point of contact in the absence of the Directors and advising on their availability

- Monthly preparation of Expense claims (including Company Credit Card expenses) for Directors

- Information management; paper and electronic filing

- Gathering, collating, monitoring and filing Companies House information when required.

- Preparing Company contracts when requested and ensuring signed copies are returned and filed.

- Creating and editing various documents e.g., 'Microsoft Office' etc., as and when required.

- Assisting with ad-hoc project and/or research and analysis work.

TECHNICAL SERVICES

- Coordinating and managing the ISO27001 Certification for BSL and Opex, including liaising with the information security officers, coordinating the management reviews, internal audits, documentation and compliance to the standard.

HUMAN RESOURCES

Absence/Timekeeping

- Providing reports on working hours as and when requested by Managers.

- Prepare the weekly Key Fob Report every Monday and issue to HR Manager highlighting areas of concern in relation to timekeeping. In particular flagging up employees that are working under 8 hours 40 and 8 hours 30.

Recruitment

- Administering ability and any other role specific tests at 2nd interview stage.

- Sending out follow-up emails (or calling) to either successful or unsuccessful candidates.

Starters and Leavers

- Preparation of HR induction packs and assisting Line Managers with preparing and coordinating induction schedules.

Employee Development

- Assisting Managers with coordinating their team appraisals for the year.

- Booking training courses and ensuring that employees are given all pre-course documentation.

- Ensuring Managers complete Pre and/or Post Training Forms for all external training courses.

- Ensuring Employees complete their feedback forms upon completion of a training course.

RECEPTION/GENERAL ADMINISTRATION RESPONSIBILITIES:

Business Travel Coordination

- Organising and booking travel requirements (including; flights, airport parking, hotels, train tickets and car hire) for all company personnel as and when requested using the most cost-effective way. Keeping a record of all these bookings and then checking and signing off associated invoices.

- Booking Taxis for employees and visitors as and when required ensuring a spreadsheet log is kept and associated invoices are authenticated.

- Maintaining a spreadsheet log of all Reception generated Barclaycard transactions. Ensuring the monthly Barclaycard statement is completed using the internal database and that receipts submitted for sign off by deadline date set. (90% of these will be travel associated, but will also be used for ad-hoc stationary purchases and items)

Office Equipment

- Check the credit amount in the Franking Machine and ensuring it is topped up when necessary. Keeping a record of these and then checking and signing off associated invoices.

- Placing service calls for the office equipment (Fax, printer, photocopier) when necessary and ensuring all faults logged are recorded and dealt with promptly - chasing engineer if not.

- Ordering stationery and printer toners for Isleworth ensuring stock levels are checked weekly at the Isleworth office. Also ordering for home workers, City and Falkirk office.

- Keeping a record of copier usage and that suppliers invoices are correct prior to payment.

Reception

- Answering and dealing with incoming calls into the main number and checking the main voice mailbox when required a dealing with any messages promptly

- Greeting all visitors in a friendly and professional manner and dealing with them as is necessary which includes getting them to sign in and providing them with a visitor's badge.

- Organising working lunches when required, keeping a record of these and signing off associated invoices

- Dealing with outgoing post promptly and ensuring all items are sent in the post cost-effective way.

- Coordinate the Conference Call service and WebEx facility, booking these in when required and checking and signing off associated invoices.

- Distributing faxes which are left on the fax machine on an ad-hoc basis

OTHER RESPONSIBILITIES:

- Acting as first point of contact between BSL and services providers e.g., Quostar.

- Every Friday at 10am assisting with the Fire Alarm testing

- Annually requesting and checking supplier public liability certificates.

- Maintaining the company's sharepoint site including maintaining access rights, roles and content. This requires liaising with managers from relevant departments.

- Attending and providing administrative support at Company Events.

Company Info
Source4 Personnel Solutions

Company Profile



Company Info


Source4 Personnel Solutions

Phone:
Web Site:

General Administrator / Receptionist

col-narrow-left 

Job ID:

42089

Location:

Middlesex 

Salary:

£23,000.00 per year
col-narrow-right 

Job Views:

22

Posted:

06/06/2018
col-wide 

Job Description:

My client, a well-established telecommunications company specialises in providing call recording and workforce optimisation solutions and today ranks as one of the most experienced independent providers with expertise covering systems design, project management, implementation and ongoing service delivery and support.

The following breakdown of tasks shows the most common activities which are required to a greater or lesser degree throughout the company; the departmental headings are for convenience only, and provide an indication of where those tasks will be most commonly applied.

The list of tasks is not exhaustive and it should be noted that any other reasonable administrative activity should be undertaken as and when deemed necessary to support the company accordingly.

MANAGEMENT SUPPORT

- Diary management and organise/coordinating meetings for Directors and various managers

- Occasionally acting as a 1st point of contact in the absence of the Directors and advising on their availability

- Monthly preparation of Expense claims (including Company Credit Card expenses) for Directors

- Information management; paper and electronic filing

- Gathering, collating, monitoring and filing Companies House information when required.

- Preparing Company contracts when requested and ensuring signed copies are returned and filed.

- Creating and editing various documents e.g., 'Microsoft Office' etc., as and when required.

- Assisting with ad-hoc project and/or research and analysis work.

TECHNICAL SERVICES

- Coordinating and managing the ISO27001 Certification for BSL and Opex, including liaising with the information security officers, coordinating the management reviews, internal audits, documentation and compliance to the standard.

HUMAN RESOURCES

Absence/Timekeeping

- Providing reports on working hours as and when requested by Managers.

- Prepare the weekly Key Fob Report every Monday and issue to HR Manager highlighting areas of concern in relation to timekeeping. In particular flagging up employees that are working under 8 hours 40 and 8 hours 30.

Recruitment

- Administering ability and any other role specific tests at 2nd interview stage.

- Sending out follow-up emails (or calling) to either successful or unsuccessful candidates.

Starters and Leavers

- Preparation of HR induction packs and assisting Line Managers with preparing and coordinating induction schedules.

Employee Development

- Assisting Managers with coordinating their team appraisals for the year.

- Booking training courses and ensuring that employees are given all pre-course documentation.

- Ensuring Managers complete Pre and/or Post Training Forms for all external training courses.

- Ensuring Employees complete their feedback forms upon completion of a training course.

RECEPTION/GENERAL ADMINISTRATION RESPONSIBILITIES:

Business Travel Coordination

- Organising and booking travel requirements (including; flights, airport parking, hotels, train tickets and car hire) for all company personnel as and when requested using the most cost-effective way. Keeping a record of all these bookings and then checking and signing off associated invoices.

- Booking Taxis for employees and visitors as and when required ensuring a spreadsheet log is kept and associated invoices are authenticated.

- Maintaining a spreadsheet log of all Reception generated Barclaycard transactions. Ensuring the monthly Barclaycard statement is completed using the internal database and that receipts submitted for sign off by deadline date set. (90% of these will be travel associated, but will also be used for ad-hoc stationary purchases and items)

Office Equipment

- Check the credit amount in the Franking Machine and ensuring it is topped up when necessary. Keeping a record of these and then checking and signing off associated invoices.

- Placing service calls for the office equipment (Fax, printer, photocopier) when necessary and ensuring all faults logged are recorded and dealt with promptly - chasing engineer if not.

- Ordering stationery and printer toners for Isleworth ensuring stock levels are checked weekly at the Isleworth office. Also ordering for home workers, City and Falkirk office.

- Keeping a record of copier usage and that suppliers invoices are correct prior to payment.

Reception

- Answering and dealing with incoming calls into the main number and checking the main voice mailbox when required a dealing with any messages promptly

- Greeting all visitors in a friendly and professional manner and dealing with them as is necessary which includes getting them to sign in and providing them with a visitor's badge.

- Organising working lunches when required, keeping a record of these and signing off associated invoices

- Dealing with outgoing post promptly and ensuring all items are sent in the post cost-effective way.

- Coordinate the Conference Call service and WebEx facility, booking these in when required and checking and signing off associated invoices.

- Distributing faxes which are left on the fax machine on an ad-hoc basis

OTHER RESPONSIBILITIES:

- Acting as first point of contact between BSL and services providers e.g., Quostar.

- Every Friday at 10am assisting with the Fire Alarm testing

- Annually requesting and checking supplier public liability certificates.

- Maintaining the company's sharepoint site including maintaining access rights, roles and content. This requires liaising with managers from relevant departments.

- Attending and providing administrative support at Company Events.