Responsibilities:
1. Organise and administrate the recruitment process, including uploading job adverts onto recruitment platforms, processing applicants, coordinating and updating spreadsheets, reporting documents, and communicating with candidates and managers.
2. Answer incoming telephone calls and transfer callers to relevant staff members.
3. Reception duties to include meeting and greeting visitors and guests, issuing visitor passes.
4. Organise visitor refreshments and lunch when requested by Directors or Senior Management.
5. Process and distribute incoming post, faxes, and emails.
6. General administrative duties to include stock control and ordering of stationery.
7. Keep all telephone directories up to date and distribute through the company as required.
8. Process and distribute timesheets on a 5-weekly cycle.
9. Control fleet vehicles onsite, ensuring fleet maintenance is kept up to date.
10. Control diary for the booking of conference and meeting rooms as required.
11. Liaise with internal departments and communicate with external third parties.
12. Create agendas, schedules and take minutes for meetings, conferences, and other assigned events as required.
13. Draft and file documents, as well as enter data and maintain databases.
14. Assist directors with personal and business administration as required.
15. Distribute information for promulgation on Company noticeboards.
16. Ensure reception desk is manned during office hours with the exception of holidays/sickness.
17. Supervise and train on the receptionist duties.
18. Manage and supervise workloads within reception, as well as drivers/general assistants.
19. Principal point of contact for the facilities department regarding reception duties.
Qualifications:
1. Experience with taking minutes of meetings and excellent keyboard skills, including audio typing.
2. Highly proficient in using Microsoft Office suite software, including Excel and Outlook.
3. Previous experience in reception duties and customer-facing roles.
4. Secretarial experience, including diary management/scheduling.
5. Administration experience, including filing and processing documentation.
6. Outstanding communication, interpersonal, customer service, and organisational skills.
7. Ability to pay attention to detail.
8. Presentable, self-disciplined, and able to work under pressure.
9. Approachable with a willingness to help.
10. Previous experience in a supervisory and leadership role.
If you are looking for a new challenge with a global market leader that designs and manufactures aerospace search and rescue equipment, HR Smith Group of Companies is the one for you. We have over 5 decades of experience and are dedicated to finding the perfect solutions for our customers. The HR Smith Group, a world leader in airborne antennas, search & rescue equipment, and aerospace electronics, has the following vacancy for an enthusiastic person to provide secretarial and reception duties in our Business Administration Centre.
Benefits:
1. Free onsite parking.
2. Free refreshments (tea and coffee).
3. Casual dress.
4. Company social events.
5. Opportunity for company bonuses.
6. Cost of living reviews carried out annually by the Directors.
7. 20 days holiday plus bank holidays and your birthday off (to be taken any time in the year).
8. Long service holiday accrual scheme where you gain 1 extra holiday day per year from 5-10 years' service up to a maximum of 26 days.
9. Life Insurance Scheme - 3x annual salary.
We have a positive, professional, and welcoming environment; you will have the opportunity to work within a fully integrated multidisciplinary business. We offer good job security and stability with career development opportunities for the right candidate.
Position Details:
Full Time Position. Hours are based on a 40-hour week, Monday to Friday 8.00 am to 4.30 pm with half an hour each day for lunch. No weekend, evening, or bank holiday working. Salary commensurate with experience. Free internal training provided as required. Opportunities to progress, promote internally, and upskill.
Due to the nature of the business being a manufacturing environment, working from home arrangements are not available.
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