Job Description
Who are we?
We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within education, social care, domiciliary care and the pharmaceutical sector, from a network of offices across the UK.
We have recently been recognised for our fantastic business achievements across a number of awards:
1. Finalists for Best In-House HR Team and Excellence in HR – CIPD HR Wales Awards 2024
2. Winner of Best Employer and Finalists for Best People Services, Best Business Services and Best Sustainability – Cardiff Life Awards 2024
3. Winner of Best Technology and overall, Platinum Award Winner (Checks Direct) – Cardiff Life Awards 2024
4. Highly commended for Skills Development – IOD Wales Awards 2024
5. Finalists for Best Temporary Recruitment Agency, Recruitment Agency of the Year 100+ employees and Most Effective Compliance Operation – Recruiter Awards 2024
6. Finalists for Scale-Up of the Year and Team of the Year (Checks Direct) – Fintech Wales Awards 2024
Job Purpose:
This is an exciting opportunity to assist members of the Senior Management Team and support the Facilities department. The role requires a combination of creativity, confidence and communication skills.
Main Duties:
7. Implementing and maintaining effective systems to ensure a high-level administrative support for the SMT is consistently provided.
8. Supporting SMT with any personal assistance which may be required.
9. Supporting the Group Head of Facilities with any facilities related administrative requirements.
10. Managing diaries,appointments, calendars, and events.
11. .
12. Assisting the SMT with coordinating and managing Group based projects, problem solving tasks and monitoring communications, (including drafting and producing letters, spreadsheets, reports, presentations, speeches, and communications).
13. Screening telephone calls and handling enquires in a professional and appropriate manner.
14. Arranging meetings and managing visitors for the SMT, including coordinating logistics and documentation.
15. Following specific instructions to complete associated tasks to required standards.
16. Reviewing, collating, and analysing reports.
17. Booking and arranging travel, transport and accommodation for the SMT.
18. Assisting the SMT with arranging meetings, including producing and circulating agendas, and attending meetings and taking minutes for subsequent distribution.
19. Tracking outstanding actions, tasks and information requests within given deadlines and chasing responses and providing updates.
20. Collating and distributing reports for monthly business review meetings.
21. Managing financial tasks, including record keeping and dealing with invoices, purchase orders and expense claims for SMT
22. Carrying out specific projects and conducting research as required.
23. Liaising with a wide range of internal and external stakeholders and personal contacts.
24. Organising and maintain effective filing systems for all relevant documentation/records.
25. Managing the administration of any SMT documentation and ensuring its validity (e.g., MOTs, servicing, insurances, passport, driving licence etc).
26. Assisting the Group Head of Facilities with project work and ad-hoc duties as required.
27. Assisting with the wider Facilities function as and when required, including the requirement to cover Reception.
28. Managing the feet of executive vehicles.
29. Actively participating in the Company’s Eco-Committee, in partnership with the Group Head of Facilities.
30. Actively involved in conducting research into environmental & sustainability projects.
31. Assisting the Brand Engagement Officer with our rented office space; managing tenants and acting as a point of contact.
32. Responsible for the maintenance of the Central Reserve for all Company data.
33. Assisting in the organisation of internal and external events, alongside the wider facilities team.
34. Liasing with contractors to ensure relevant information is received and collated (e.g. liability insurance / NDA’s etc).
35. May be required to travel to other business sites across the UK as required
36. Liaising with Group Head of Facilities when completing requested tasks from SMT or Facilities.
37. Responsible for compliance with all relevant legislation, and processes, policies, and procedures
38. Responsible for taking reasonable care of your own health and safety and ensuring that you take reasonable care not to put other people (including fellow employees and members of the public) at risk by what you do or do not do in the course of your job.
39. Responsible for safeguarding assets within your control and possession, including but not limited to hardware, software, systems, or information, and to report any suspected breach in security without delay, to the relevant personnel as required.
40. Responsible for the non-disclosure of any confidential information and/or trade secrets of the Company to third parties and/or the misuse of any confidential information and/or trade secrets of the Company for your own purpose/benefit.
41. Responsible for establishing, maintaining, and developing excellent working relationships with colleagues within your department and the wider Company.
42. Responsible for delivering exceptional levels of customer service; both to internal and external customers.
43. Responsible for communicating with people in a respectful, courteous, and professional manner always.
44. Will be required to be based at and work from the Cardiff office full time (5 days per week).
Experience, Knowledge & Skills:
45. NVQ Business Administration or equivalent
46. Valid Full UK Driver’s License and confident to drive Company pool vehicles as required
47. Significant experience in executive assistant or personal assistant role(s)
48. Excellent administration skills, with the ability to minute take
49. Always portrays a professional image and appearance, and demonstrates professional behaviours
50. Clear and fluent writing skills and accurate proofing and editing
51. Excellent standards of accuracy, consistency and attention to detail
52. Exceptional oral and written communication skills
53. Excellent project management skills
54. Flexibility to adapt to changing demands, and able to think on their feet
55. Tact and diplomacy
56. Discretion and a strong understanding and respect for confidentiality
57. Honesty, trustworthiness and reliability
58. Excellent organisational and time management skills, with the ability to multitask
59. Must have superb attention to detail and capable of self-auditing own work
60. The ability to use own initiative and judgement and to be pro-active
61. The ability to research, digest, analyse and present material clearly and concisely
62. The ability to work under pressure to strict deadlines
63. The ability to accept constructive feedback, and make improvements as required
64. An outstanding level of interpersonal and networking skills, including relationship management skills
65. Ability to manage conflicting priorities
66. Ability to learn about an individual’s preferences and styles, and ensure these are met
67. Ability to use initiative and identify more appropriate solutions to situations/problems asa necessary
68. Excellent word processing and IT skills, including knowledge of a range of software packages, including Microsoft Office
Personal Qualities:
69. Must like dogs
70. Confidence
71. Accountability
72. Resilience
73. Attentiveness
74. Intuitiveness
75. Positivity
What we offer:
Fantastic employee benefits including:
76. Health Cashback scheme
77. Life Assurance of 4 x salary
78. Pension Salary Sacrifice Scheme
79. A generous annual leave entitlement of 25 days holiday plus bank holidays (rising to 27 days holiday after two years’ service)
80. Opportunity to purchase additional annual leave through salary sacrifice
81. A day off for your birthday
82. A Giving Back day – to offer your services to the local community
83. Electric Vehicle Salary Sacrifice Scheme (subject to qualifying eligibility criteria)
84. Cycle to Work Salary Sacrifice Scheme (subject to qualifying eligibility criteria)
85. Opportunity to join our 3% interest Christmas savings scheme
86. Employee referral scheme; you can earn between £250 and £500 for each successful referral into the business
87. Regular social, health and well-being events
88. Free on-site parking
89. On-site Gym
New Directions Holdings Ltd is acting as an EmploymentAgency in relationto this vacancy.