Reporting to: Head of People, Development and HR
Location: Southampton
Hours: Monday to Friday, 08:30 to 17:30 with an hour lunch each day
Date: September 2024
Business Overview
With over 50 years of experience, ICE is the UK’s largest independent provider of cleaning equipment. We manage thousands of sites across the UK in a wide variety of sectors including retail, healthcare, warehousing, manufacturing, distribution, and education. As well as supplying and servicing traditional cleaning equipment, we also have over a decade of experience in robotic floor cleaning machines. We are committed to a greener future through our own ESG strategy and focus on offering products and services that support our customers' sustainability goals.
At ICE, we encourage personal development and career progression, offering on-the-job training as well as support for professional qualifications. This position would suit someone who likes to hit the ground running and has a drive for success.
Role Overview
As Business Support Administrator, you will be responsible for ensuring that all administration aspects of the Business Support functions run smoothly by performing a variety of tasks to support predominantly our HR, Health and Safety, and Fleet departments.
Key Responsibilities and Accountabilities:
HR Administration Duties:
* Maintaining all HR records to a high standard, filing all documentation and completing HR audits.
* Working alongside the Head of People, Development and HR to create and administer a company-wide training program and maintain employee training records.
* Updating the internal HR system, ICE POP, including adding new employee details, processing leavers, and updating holiday and sickness records.
* Taking responsibility for standard HR correspondence including offer letters, contracts, and other HR documentation.
* Assisting with all stages of recruitment including posting job adverts, creating job descriptions, offers of employment, and conducting DBS and reference checks.
* Attending HR meetings and acting as note taker.
* Supporting ongoing HR projects.
* Supporting HR inductions for new starters.
* Ordering and managing staff uniform.
Health and Safety Administration Duties:
* Supporting the Health and Safety Manager with all administrative aspects of Health and Safety.
* Coordinating maintenance schedules for general Health and Safety reviews.
* Attending relevant Health and Safety meetings and acting as note taker.
* Accurate filing and organization of all Health and Safety paperwork.
* Promoting Health and Safety best practices in the workplace.
* Supporting in the collection and reporting of company ESG.
Fleet Administration Duties:
* Supporting the Fleet Manager in the day-to-day running of the fleet.
* Ensuring all fleet records are maintained.
* Acting as the first point of contact for Fleet enquiries.
* Management of the company Fuel Card.
* Registering all vehicles on all relevant systems.
* Managing the company fleet service provider and reviewing their KPIs.
* Coordinating the process of joiners and leavers.
* Logging damage repair and insurance claims.
* Liaising with the Financial Controller regarding fleet matters.
* Producing relevant Fleet reports as needed.
* Ensuring all company drivers are on the Licence Check system.
Other Duties:
* Management of the company flat, including liaising with the landlord and booking stays.
* Management of the company’s Google Reviews.
* Management of the company conference room, including replenishing drinks and snacks, and setting up for meetings.
* Collating company ESG data.
* Supporting ongoing projects as necessary.
Qualifications, Skills and Experience:
* Strong administrative and organisational skills.
* A background in HR, Health and Safety, or Fleet is desirable but not essential.
* Excellent IT skills, including Word, Excel, and Outlook.
* Self-motivated, proactive, and approachable.
* Ability to identify best practices and drive performance.
* Strong written and verbal communication skills.
* Flexibility to travel occasionally to our hubs in Peterborough and Runcorn.
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