Consultant name: Karen Chatfield

Job reference: JO-2309-259046

Date posted: 14/09/2023

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PRS are seeking to recruit and experienced Administrator based in Birmingham – £11.79 per hour – based on working Monday to Friday – 8am – 4pm. 

General Overview:

• To provide administrative support to the Team in accordance with the Service Level Agreements and local procedures.

• Maintain a safe and tidy working area and office

• To ensure all agreed administration and all associated procedures are adhered to.

• To ensure administrative functions are completed on a daily, weekly and monthly basis

• To ensure all records are accurately maintained according to procedure and in a timely manner

Impact: An admin assistant is responsible for all admin office and ad-hock duties that are carried out on a day to day basis. They are to support the management team and maintain a professional manner at all times for visitors, clients and the team.

Complexity:

• Working within an operational environment would involve meeting deadlines regularly and maintaining communication with all involved.

• To ensure that procedures associated with the Procurement process such as; purchasing, goods receiving, processing invoices for payment, dealing with queries and chasing aged dept. etc. are followed through in a timely manner.

• To provide day-to-day administration support to the team. Below are a few examples of what the duties will include:

o Issuing and circulating documentation via email or hand-outs/posters;

o Photocopying, Laminating, Binding, Scanning;

o Typing of reports, minutes, other correspondence, creating documents;

o Using computer based IT packages such as Word, Excel etc.;

o Raising purchase orders for suppliers and ordering items for the site teams/engineers using cost saving initiatives and ensuring budgets are maintained at all times;

o Managing and updating trackers.

• To follow procedures associated with ‘Uniforms’ for staff to include; carrying out stock checks, purchasing, issuing etc. and ensure that all documentation is maintained for future reference.

• To follow procedures associated with ‘Consumable orders’ for site teams to include; purchasing and ensuring all items are delivered to site correctly.

• To follow procedures associated with malicious damage for site teams to include; recording of damage reported on tracker, update folders, order replacements where required, ensure costs are recorded.

• Liaison with other site personnel as well as client representatives including Trust wards and departments, other service providers, suppliers etc. as and when required.

• Support Management when attending client/school/employee meetings.

• To work within a team and provide support to each other.

• To provide administrative cover to other parts of the administration service during staff absences

• Ad-hoc office duties including:

o Answering the telephone

o Office stock checks

o Organisation of office and housekeeping

o Maintaining the central office filing system on a weekly basis

o Organising post or deliveries

• Communicating with site teams and management on a regular basis.

• Attend training courses as required by the company.

• Ensure all documentation produced forms part of the on-site Central Filing System and follows the current formatting on the shared drive.

• Ensure all data and management information is maintained and communicated accurately to agreed deadlines.

• To assist the Office Manager with monthly/annual business and client reports.

Qualifications or Required Experience:

• Experience in a similar role or progression towards.

• High level of competency in office related IT systems

• Organisational and administration acumen.

• Mailroom management.

• Excellent people management and interpersonal skills.

• Excellent organisational skills.

• Ability to prioritise & work effectively under pressure.

• Effective communicator.

• Office related IT systems.

• Administration & IT related qualifications or relevant experience.

If you are interested then please click the APPLY button now

PRS are a leading specialist recruitment and search & selection consultancy within the Building Services, FM and Support Sectors.

Please note if you have not heard from us within 5 days, then your application has not been successful.

PRS is an equal opportunities employer. 
Karen Chatfield

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