Personal Assistant/business Administrator - Norwich, United Kingdom - Greyfriars Project Management

Description

JOB DESCRIPTION

PERSONAL ASSISTANT/ BUSINESS ADMINISTRATOR

JOB TITLE:
Personal Assistant/Business Administrator


REPORTING TO:
Director


RESPONSIBLE FOR:
Providing varied administrative and business support duties as required to ensure the smooth running of the company's operations.


WORK BASE:38 Surrey Street, Norwich, Norfolk


WORKING PATTERN Full-time, Monday to Friday


ANNUAL SALARY £25-28,000, negotiable dependent upon experience, generous holiday entitlement


MAIN RESPONSIBILITIES:

• Provide Personal Assistant support to the Company Director
• Provide business support to the wider team
• Implement continuous improvement and change
• Be highly organised and act under own initiative

We are looking for a talented Personal Assistant/Business Administrator with demonstrable experience supporting the smooth running and continuous improvement of day-to
- day company operations. This role offers a long term, stable and varied Monday to
Friday role with training and development for a highly organised individual.

You will provide support to the director and wider team to deliver our exciting portfolio of civil engineering, infrastructure and construction projects.

You will be expected to provide a wide range of administrative duties as required, act primarily on your own initiative and develop and maintain systems to improve the effectiveness of the company.

• You will work on a wide variety of tasks, interacting with the senior management team
• You will use an understanding of the wider environment that we operate in to horizon scan, make evidencebased decisions and adapt to changing priorities
• You will provide coordination and business administration to support the Project Officers, Project Managers and Business Development Manager
• We will support you where you need it, helping you to develop skills and knowledge
• Greyfriars Project Management is an organisation that embraces diversity and respects the different perspectives they can bring
• We offer a flexible approach to working arrangements and styles
• You will work on a wide range of exciting projects and every day will be different and varied

JOB SPECIFICATION

Business support and administration

• Supporting the maintenance of company accreditations, e.g. Construction Line, ISO900
• Development and maintenance of appropriate policies and procedures, and ensuring team's compliance
• Maintaining company documents, for example asset registers, training schedules and company finance documents
• Providing PA duties to the director including managing the director's schedule and other associated duties
• Ensuring all aspects of the office property are maintained, including managing utilities, services and arranging for property upkeep and maintenance services as required
• Ensuring the team have suitable IT equipment and arranging support where necessary
• Maintain skills matrix and organise training for team members as required
• Reviewing and maintaining filing systems
• Procurement of office supplies and equipment
• Facilitating invoicing and payroll administration including collating monthly timesheets
• Arranging meetings and coordinate the booking of rooms, arrange travel, accommodation, hire vehicles and hospitality as required
• Providing office services such as reprographics, binding etc
• Providing HR administrative support for example maintaining rotas and holiday tracking
• Organising team and project meetings as required
• Managing company training budget and petty cash account
• Keep in touch with the team members when they are out of the office and report issues/ take actions for response as appropriate

Operation and delivery

• Work effectively with others, internally and externally, to embrace opportunities and find innovative ways to overcome challenges while maintaining the effectiveness of operational delivery
• To assist in developing and improving processes and procedures relating to the management of the company's project portfolio and daytoday operations
• Ensure activities are delivered to the highest standards

Business development

• Promoting continuous improvement
• Understanding the business and ensuring tools are in place for our team to effectively deliver our services
• Monitoring costs and performance
• Providing reporting on project and company performance
• Assisting in company resource planning
• Facilitating business development by networking and horizon scanning and identifying opportunities for business growth, e.g. invitations to tender

Other ad hoc duties as required.


PERSON SPECIFICATION

Experience

• Educated to degree level or equivalent experience
• 3 years' experience working in business support or administration
• Qualification relevant to business administration (desirable)
• Demonstrable evidence of implementing continuous improvement (desirable)
• Previous experience in or knowledge of the engineering, construction industry