Operations Assistant - Burgess Hill, United Kingdom - UKHSE Training & Consultancy

Description

Flexible Part time - 8:30am - 5:30pm with 1 hour lunch break either 2 or 3 days per week between Tuesday and Friday.

Core working hours are 8:00 am to 5:30 pm Tues to Fri However you will be required to work outside these hours from time to time as determined by business priorities.

• To ensure the effective management of time maximising on revenue from Safety team
• To provide assistance to the Operations Manager in the delivery of core services to Complete H&S clients.

• Have strong practical experience in a customer service and/or administrative role
• Have excellent verbal and written communication skills
• Demonstrate an ability to relate easily with clients and colleagues, to understand and empathise with their circumstances
• Be a highly effective administrator who is able to use time effectively and identify opportunities to further improve service delivery
• Be able to multitask and show excellent attention to detail
• Have proven ability with Microsoft Office, particularly Word and Excel
• Be able to undertake accounts for the business including sales invoices, purchase invoices and bank reconciliation
• Be a team player at all times

• Updating schedules/diaries with appointments
• Handle and redirect incoming phone calls from clients
• Liaising with consultants where technical assistance with queries is required.
• Responsible for work diaries and scheduling, planning, booking and organising training, venues and courses etc.
• Undertake all training course administration liaising with delegates, trainers, agencies and awarding bodies (both pre and post completion)
• Sending Outlook calendar invites to clients for physical and virtual safety audits.
• Chasing up outstanding requests, e.g. confirming dates for client visits so we can make travel arrangements etc.
• Send out reminders when threeyearly refreshers are due.
• Managing master spreadsheet containing client information and keeping this uptodate.
• Maintain detailed records for both internal and external audits by awarding bodies.
• Plan and maintain spreadsheet of planned site inspections for clients.
• Enter course bookings and consultancy services on to AccessPlanit.
• Maintain accounts for the business using AccessPlanit and Sage.
• Conduct bank reconciliations and other such duties as directed by the Head of Finance.
• Set up dedicated folders for client to store documentation, sending out documentation such as LRs, RAs, reports etc. once formally issued and signed off (then filing as appropriate).
• Carry out such other duties that are consistent with the nature, responsibilities and standing of the post.