Business Support Officer - Lewes, United Kingdom - Vine-Works Ltd

Description

Job Title:
Business Support Officer (full-time, 40 hrs/wk) Bilingual Romanian
/ English

Reports To:
Business Director & Finance Director

Works with:
This role works with all departments providing support as required.


Host Employer:
VineWorks Ltd

Purpose of the Job

To primarily provide cross-departmental HR and admin support to assist in the smooth functioning of all departments.

In addition the role will also support the Head of Retail in operating the webshop, dealing with enquiries and helping to maintain the warehouse.

The role will also work with the Business Director on occasion to assist with the wider functions and running of the business.

About VineWorks

VineWorks was established in 2006 by James Dodson, Chief Executive Officer, and is based in Plumpton Green, East Sussex.

At VineWorks, we believe that quality wine starts on the vine.

We are cool climate specialists supporting vineyards across the UK with all their viticultural needs to ensure they produce amazing wines in a sustainable and profitable way.

Since its inception, VineWorks has established hundreds of vineyards across the UK, and currently services over 90 sites.

We are a rapidly expanding company navigating an ever-changing landscape shaped by post-pandemic and post-Brexit challenges.

The corporate values that weave through all aspects of our business are: quality, expert, dependable, forward-thinking, innovative, sustainable and customer-focused.

Main duties and responsibilities

General duties

1.1 Work closely with the vineyard services team in assisting their work through scheduling of labour, confirmation of this work and translation services.

1.2 Work closely with the establishment department in assisting their work through translation services

1.3 To advertise, source new employees for all departments across Vine Works

1.4 Oversee the Induction of new / returning employees in English or Romanian, preparing all the relevant forms; (contracts, health & safety info / Stronger together info /ID'S and driving licences, right to work in the UK ) making sure they are all legal, upto date and signed.

Collate this information and input the data where required.

1.5 Update and maintain the payroll system and employee information system and maintain as necessary. Issue P45, P60's as required and change tax codes for employees where necessary.

1.6 Train new team members in company standards, job duties, health and safety compliance, including GLAA and modern slavery rules.

1.7 Prepare payroll information approximately twice a month from workmentor.
Inputting any subs, loans, holiday pay into the system, double checking before running. Once complete send FPS to HMRC- Full training will be given.

1.8 Coordinate the successful delivery of payslips as well as enrollment onto company assigned pension schemes

1.9 Assist staff with general HR requests either in Romanian or English for example;

2.0 Manage and limit (through rules/filtering) the amount of incoming calls received to company mobile so as not to impact upon HR/payroll duties.

2.1 Liaise with the various heads of departments/managers with regard to any team sickness, time off, holidays, accidents or incidents that may occur.

2.2 Accurate and timely preparation of reports that may at times be requested by either the Business Director or Finance Director.

2.3 Provide to the Finance director any accurate information requested for budgeting and invoicing purposes.

2.4 Assist the Finance Director and Business Director working on projects or ad-hoc tasks that occur.

2.5 Support of any internal or external audits

2.6 Prepared to work additional hours during peak seasons such as harvest, for which time in lieu will be granted.

2.7 To attend, with due notice, occasional out-of-hours events/tradeshows (e.g., evenings and weekends) as may be appropriate to the role.

2.8 Deal promptly and efficiently with incoming Retail enquiries via the telephone or through the submission/enquiry page on the website and their conversion to a sale

2.9 Processing of sales using our stock management software and taking of payment by card where necessary.

3.0 Where required the timely processing of all retail sales from warehouse to delivery address, ensuring the orders are booked onto the correct delivery method e.g.

courier, pallet line or other.

3.1 Assist with the picking and packing of orders in the warehouse

3.2 Assist with the loading and unloading of deliveries when required

3.3 To undertake other duties and tasks that may reasonably be required

Person Specification

Essential

Experience/ Knowledge

• Very good standard of written and spoken English and Romanian (Bilingual a minimum)
• Computer literacy in using Microsoft office suite and payroll software
• Demonstrable experience in communicating effectively with customers, suppliers and colleagues.

Skills:

• Full clean driving licence (Office is located in a rural location and public transport is not available)

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