We have a great opportunity to work in the paper industry for a business that has been reborn. Portals is a Security Paper manufacture based just outside of Bath, in a town called Bathford. Our customers are countries and governments across the world and the products we sell are pretty unique (you will never look at a passport the same again). At Portals we deliver exceptional performance by driving innovation and change, working with pace and a positive attitude. Our values underpin everything we do here at Portals. If you are aligned with our vision and have the experience to succeed in the role below, we would love to hear from you.
This role is based at Bathford Paper Mill, where paper has been made for over 200 years. This permanent role reports to the Operations Director and is based onsite within the Operations department.
Job Purpose:
To provide internal support for the Leadership team, including (but not limited too), Sales & Commercial Director, Operations Director, Finance Director & Chairman, where needed.
To provide administrative support to the Business team (Process, Sales, Design, Commercial & Shipping), with everyday tasks such as invoicing, checking documentation, shipping administration, bookings and facilitating customer visits.
Key Responsibilities:
1. To supply executive and professional support for the Leadership team.
2. Assist with Shipping administration for customer deliveries, including booking vessels and raising invoices with guidance from the Business Process Team, Finance and Technical Director.
3. Checking Invoices and other documentation to ensure accuracy and timely distribution to customers.
4. General order management – data inputting when required.
5. Office Administration including support for sales team / general admin.
6. Overseeing the organisation of external customer visits, including travel booking, accommodation, lunches and dinner arrangements.
7. Assisting the Leadership team in achieving strategic and company, team objectives.
8. Site wide admin tasks including ordering stationery, sorting post, organising customer sample shipments and materials.
9. Distributing meeting agendas, minutes, documentation and ensure actions are followed up.
10. Schedule meetings, and booking off sites, customer visits, conferences and team activities.
11. Maintain The Hub.
12. Use MS software to prepare organisation charts, presentations and other documentation.
13. Support Fixed Cost Management
Skills, Qualifications and Experience:
• Educated to GCSE standard (grades A-C), or equivalent including English and Maths.
• Qualifications in NVQ Level 3 Administration or above and/or secretarial certificate.
• Previous experience in similar roles managing senior and/or multiple managers.
• Highly proficient in Microsoft packages including Word, Excel, Project, Visio.
Company Benefits:
14. 26 days holiday, plus bank holidays. You can also purchase or sell an extra 5 days holiday as part of a salary sacrifice arrangement.
15. Pension scheme which offers an employer contribution of up to 9% of salary
16. Life assurance of four times your basic salary
17. 24/7 Employee assistance programme, Lifeworks with access to counselling, financial and legal advice, a number of additional perks with discount codes for stores, gyms and experiences
18. Private Medical Insurance
19. Digital GP through Aviva
20. Training and development costs associated to role paid for
21. £500 Refer a friend scheme
22. Cycle to work scheme
23. Love2Shop shopping discount card
24. Long service awards
25. Recognition platform
26. Free/Onsite parking
27. Give As You Earn scheme
28. Eye care for DSE users
29. Phone discounts through EE
30. Costco membership
31. Sick pay scheme