Employment Type: Part-time - 4 hours per day, Monday to Friday (Temp-to-Perm position)
Hours: 11:30 - 15:30 | Location: On-site, BD5
Role Overview
We are looking for a reliable and organised Office Administrator. You will provide day-to-day administrative support to the HR/H&S Manager and the Sales/Purchase Ledger Manager, assisting with general office duties, including: visitor administration, filing, training records, production paperwork, employee clocking records and purchase ledger tasks. The duties listed below are not exhaustive. The postholder may also be required to carry out other reasonable administrative duties appropriate to the role, as required by the business.
Key Responsibilities
- HR & H&S Administration Support: Assist the HR & H&S Manager with day-to-day administrative tasks. File paperwork accurately and keep records organised and up to date. Check that machines have the correct paperwork displayed and identify when documents require updating. A key part of the role will involve regular visits to the production floors on a day to day basis.
- Visitor & Contractor Administration: Answer intercom and welcome visitors, admit them and direct to the appropriate person, ensuring sign in procedures are followed in all cases. In the case of engineers or contractors working on the shop floor, check that the appropriate insurance documentation is in place and relevant PPE is worn
- Training Records: Maintain employee training records, file supporting documentation and add completed training to the training matrix, follow up with new starters and take responsibility for obtaining training records from relevant managers
- Employee Clocking & Data Recording: Check employee clocking records daily, identify any missing or incorrect clock-ins, and accurately record the relevant working-hours data in the s/sheet. All queries to be raised with managers immediately and chased for update daily. All lates, sickness and miss clocks will be recorded separately and flags reported to HR manager
- Purchase Ledger Support: Carry out purchase ledger duties, including processing and recording supplier invoices and maintaining accurate purchase ledger records, running ad hoc credit reports upon request, handling month-end Goods Received Not Invoiced report. Reconcile monthly credit card statements and take customer payments via card terminal. Issue any FOC invoices. Open and distribute the post.
- Office & Production Administration: Complete paperwork as required by Client Services and the senior management team, e.g., filing, label printing. Purchase and maintain office stationery stock.
- Requirements & Qualifications
- Experience: Previous experience in office administration is essential. HR administration, Health & Safety administration, or a similar support role within Purchase Ledger is ideal but not essential, as full training will be given.
- Skills: High attention to detail is essential, as is a strong organisational ability, along with a professional, discreet approach to confidential employee data. It is an active and varied role, and a willingness to liaise with other departments and spend time in the production facility is essential
- Communication: Clear written and verbal communication skills in English
- Flexibility: Quick learner with the ability to self-start, multi-task and prioritise workload.
Software & Tools
- Office Suite: Microsoft Office 365 (Word, Excel, Outlook), Spreadsheet-based HR tracking
- Sage
- Clarity (Shuttleworth)
Pay: Up to £12.71 per hour
Expected hours: 20.0 per week
Benefits:
- Free parking
- On-site parking
Work Location: In person
