Administrative Assistant - Harlington, United Kingdom - Glendola Leisure

Glendola Leisure Harlington, United Kingdom

3 weeks ago

Full time

Description

Administrative Assistant, 12-month
FTC to cover a Maternity Leave position.

Group Support Office – The
Foundation Group

The Company:

The Foundation Group is a family-owned and operated company
that was founded in 1973 by Peter Salussolia and is the parent company for
Glendola Leisure Group and the Carlton Hotel Collection. Our philosophy is to provide the best
hospitality outlets and to passionately deliver great service in a fun and
entertaining environment whether that be in hotels, bars, restaurants or
nightclubs. We are in the people
business and have great respect for our customers and staff. We are committed to understanding and
listening to our customers and employees to ensure our brands will always
remain outstanding in the communities that they trade.

The family business offers longevity and resilience in
unstable markets, is less bureaucratic and offers a family culture of
care. In 2012 Peter Salussolia received
an OBE from the queen for his services to the hospitality industry, including
being a founder of the ALMR. In the UK,
Glendola Leisure, which is headed up by Alex Salussolia, operates businesses in
London, Glasgow, Edinburgh and Belfast which are an eclectic mix from the
Worlds End, Camden to high-end steak restaurants such as Alston, our own coffee
roastery and brew pub and the well know Waxy O'Connor's, a rambling multi-level
Irish Bar. Whilst the Carlton Hotel
Collection in the UK operates in Glasgow with the Carlton George Hotel and
Market Street in Edinburgh.

Job Role:

We are looking
for an experienced Administrative Assistant for a 12-month Fixed-Term Contract
to cover a Maternity Leave position who will act as the office coordinator and
receptionist at our Group Support Office in Harlington. The Group Support Office is home to our
finance department, procurement, and administrative team and additionally acts
as a central point for our field-based Operations Team. The role is therefore
varied and requires a good all-rounder to be successful within it.

As well as
dealing with the usual office supplies, incoming calls and visitors to the site
you will be asked to manage key processes and supplier communication to ensure
the smooth running of services across the organisation. You will also look
after and manage the office environment to ensure our working space is tidy and
well-presented. Additionally, you will
have the ability to collaborate within the office to digitise key
administrative information, tasks and communications.

You will
possess a friendly, positive attitude to ensure that you are able to build
strong, mutually beneficial relationships with all internal stakeholders and
present a can-do attitude. You will also be responsible for welcoming and
engaging with visitors to the office, making hot drinks and hosting them until
their meetings commence.

Person Specification:

°
Confident and
experienced with software, in particularly Microsoft applications.

°
Dealing with
all enquiries through the 'Front Desk' of the company which will include
enquiries about various departments, occasional complaints and anyone looking
for information on 'who to contact to...'.

°
Managing and
digitising all internal directories to enable internal stakeholders to easily
find information without the need to contact the front desk.

°
Weekly
stationary, canteen, and cleaning supply inventories to ensure all stock is up
to date.

°
Managing and
distributing all incoming and outgoing posts, liaising with couriers.

°
Booking
meeting rooms and organising refreshments.

°
Caring for the
office environment, ensuring that it is always tidy and presentable and, managing the cleaners to ensure they remain on point.

°
General
administration including scanning documents, printing training guides, note-taking
and letter writing.

°
Assisting with
the digital storage of documents in Docuware, ensuring that routes to
information are intuitive and documents are easily found. Training internal
stakeholders if necessary to be able to find information within it.

°
Assisting in
the management of AM / PM our repairs and maintenance contractors. Acting as a
key coordinator between the General Manager, Operations Managers and AM/PM;
managing compliance certification across the group.

°
Raising
capital expenditure forms and acting as the link between the Operations Team
and Accounts.

°
Acting as the
Fire Marshall and First Aider for the Group Support Offices.

° Ability to research and recommend routes to digitisation of administrative systems and processes.

Person
Specification:

°
You will
possess a positive, friendly attitude with the ability to build strong working
relationships with a range of internal and external stakeholders.

°
You will have
a confident approach and be able to communicate effectively in both written and
verbal disciplines, using your initiative where necessary.

°
You will need
to be able to approach a range of tasks confidently, communicating with
stakeholders effectively to understand the scope and outcome of them.

°
Able to use
Microsoft Office, experience with other systems such as Docuware, Acquire,
Shield etc. useful.

°
You will be
organised and methodical to enable to you to set up effective central office
systems and to support you in tackling a broad range of tasks.

°
You will have
strong time management and prioritisation skills.

°
You will be
confident and fluent in all Microsoft Office Packages.

°
If you have
experience with Docuware, Shield and Acquire it would be an advantage, although
not essential.

°
You will have
a can-do, proactive attitude to manage the office environment, ensuring it
remains a positive experience for all who use it.

Salary:
£24,000 - £25,000 dependent on experience

Location:
Group Support Offices, Harlington, UB3 5LF

Hours of Work: Monday –
Friday, 9am – 5pm

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