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Office Administrator (061jc)

Date Posted: 22-Mar-2018
Closing Date: 30-Apr-2018
Location: Royston, Hertfordshire
Salary: Minimum - £24,000.00, Maximum - £25,000.00 per Annum
ABOUT EX-MIL RECRUITMENT LTD
Ex-Mil Recruitment was set up in April 2005 as a traditional and internet based recruitment consultancy with a very simple and honest ethos âBy Ex-Military for Ex-Military, what more needs to be saidâ. This means that this recruitment consultancy is designed to be totally focused in placing ex military personnel in roles across the board; at present we have 3 consultants who have between them over 30 years of military service, and over 30 years of commercial experience behind them.
JOB DESCRIPTION
Office Administrator (061jc) – Royston, Cambridgeshire – circa £25k

My client, a highly respected and niche service provider are now seeking due to company growth an additional Office Administrator for their team.

You will be reporting to Group Senior Management, the Office Administrator is to provide administrative support to the organisation in order to allow the directors and senior managers the time and space to concentrate on the company’s aims, objectives and goals. This is a key role monitoring and providing continuity of function and communication across multiple business functions. The role would be split roughly into thirds across the following areas:
- Direct support to CEO
- Company Administration
- Compliance

Your role will be broken down in to a number of disciplines:

1. Finance, in partnership with the external Accounts team in support of:
• Maintain and prepare Sales invoicing information for sign off – monthly.
• Support Cost Capture and Allocation process.
• Load sales invoices into Xero for authorisation – monthly.
• Travel costs and authorisation
• Based on debtors list supplied by the external accounts team – chase outstanding invoices/payment.
• Archive and distribute purchase invoices, bank statements & other financial information as necessary.
• Reconcile Company Credit Card bills.

2. Human Resources/HR
• Manage all HR contracts across the group, which include renewals/issuing/collection/filing, as well as preparation of new HR contracts for sign-off
• Oversee recruiting process
• Oversee the liaison and coordination with external recruiters.
• Develop & maintain induction process for new hires
• Coordinating and preparing all Annual Reviews/Contractor competency reviews.
• Contractor timesheet administration.
• Implement and maintain centrally booked travel process.

3. QMS and Compliance
• Take on QMS Quality Assurance role – scheduling and controlling internal audits.
• Keeping all paperwork and folders up to date – chasing Group Management to keep their paperwork up to date and ensure any reporting requirements are fulfilled.
• Support Group Executive Coordinator in implementation of QMS standards into company operations.
• Coordinating and preparing for external visits from LRQA.
• Oversee: Company Asset Register, Health & Safety and other company policies, Data Protection activities including development and implementation of GDPR compliance GDPR.

4. General Admin
• Conduct document editing, formatting, preparation in support of general work and bid process.
• Maintain central information on banking, insurances, rents, labour and tax laws affecting the company.
• Manage the maintenance of the company contacts, client and supplier databases
• With External Accounts team and Group Management, implement and maintain management reporting process across the Group.
• Manage the organization’s internal infrastructure, IT, Communications, etc.), with assistance as required.

For this role you will need to show

Commercial Skills and Competencies:
• Understanding of business management, administration and audit.
• Level of experience, awareness and business management skills commensurate with the position.

As well as Personal Competencies and Characteristics
• Excellent communication and interpersonal skills.
• Excellent written and oral presentation skills.
• You will also need to show good teamwork and ethics, as well as problem solve and decision making abilities.
• French Language would also be desirable

Practical Knowledge and Expertise:
• Knowledge of QuickBooks, Xero and Microsoft Excel and Word.
• Effective communication and interpersonal skills
• Excellent organization skills
• Accuracy and good attention to detail
• Experience working in an administrative role.
• ISO 9001 qualification or awareness of ISO9001
• GDPR/Data Protection knowledge and/or experience

For more information, please contact Jean-Claude Hedouin at Ex-Mil Recruitment Ltd on 0333 202 6500 ext 1, or jc@ex-mil.co.uk or via the website www.ex-mil.co.uk

https://www.ex-mil.co.uk/vacancies/5667/office-administrator

DUE TO THE NATURE OF THIS RECRUITMENT CONSULTANCY, WE ARE ONLY ABLE TO REPRESENT INDIVIDUALS WHO ARE EX MILITARY.

OBJECTIVES
Office Administrator (061jc) – Royston, Cambridgeshire – circa £25k

My client, a highly respected and niche service provider are now seeking due to company growth an additional Office Administrator for their team.

You will be reporting to Group Senior Management, the Office Administrator is to provide administrative support to the organisation in order to allow the directors and senior managers the time and space to concentrate on the company’s aims, objectives and goals. This is a key role monitoring and providing continuity of function and communication across multiple business functions. The role would be split roughly into thirds across the following areas:
- Direct support to CEO
- Company Administration
- Compliance

Your role will be broken down in to a number of disciplines:

1. Finance, in partnership with the external Accounts team in support of:
• Maintain and prepare Sales invoicing information for sign off – monthly.
• Support Cost Capture and Allocation process.
• Load sales invoices into Xero for authorisation – monthly.
• Travel costs and authorisation
• Based on debtors list supplied by the external accounts team – chase outstanding invoices/payment.
• Archive and distribute purchase invoices, bank statements & other financial information as necessary.
• Reconcile Company Credit Card bills.

2. Human Resources/HR
• Manage all HR contracts across the group, which include renewals/issuing/collection/filing, as well as preparation of new HR contracts for sign-off
• Oversee recruiting process
• Oversee the liaison and coordination with external recruiters.
• Develop & maintain induction process for new hires
• Coordinating and preparing all Annual Reviews/Contractor competency reviews.
• Contractor timesheet administration.
• Implement and maintain centrally booked travel process.

3. QMS and Compliance
• Take on QMS Quality Assurance role – scheduling and controlling internal audits.
• Keeping all paperwork and folders up to date – chasing Group Management to keep their paperwork up to date and ensure any reporting requirements are fulfilled.
• Support Group Executive Coordinator in implementation of QMS standards into company operations.
• Coordinating and preparing for external visits from LRQA.
• Oversee: Company Asset Register, Health & Safety and other company policies, Data Protection activities including development and implementation of GDPR compliance GDPR.

4. General Admin
• Conduct document editing, formatting, preparation in support of general work and bid process.
• Maintain central information on banking, insurances, rents, labour and tax laws affecting the company.
• Manage the maintenance of the company contacts, client and supplier databases
• With External Accounts team and Group Management, implement and maintain management reporting process across the Group.
• Manage the organization’s internal infrastructure, IT, Communications, etc.), with assistance as required.

EXPERIENCE
For this role you will need to show

Commercial Skills and Competencies:
• Understanding of business management, administration and audit.
• Level of experience, awareness and business management skills commensurate with the position.

As well as Personal Competencies and Characteristics
• Excellent communication and interpersonal skills.
• Excellent written and oral presentation skills.
• You will also need to show good teamwork and ethics, as well as problem solve and decision making abilities.
• French Language would also be desirable

Practical Knowledge and Expertise:
• Knowledge of QuickBooks, Xero and Microsoft Excel and Word.
• Effective communication and interpersonal skills
• Excellent organization skills
• Accuracy and good attention to detail
• Experience working in an administrative role.
• ISO 9001 qualification or awareness of ISO9001
• GDPR/Data Protection knowledge and/or experience

BENEFITS
circa £25k

JOB TYPE
Permanent





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