As one of the Best Big Companies to Work For, we have a rich history of loving our customers and looking after our teams.
The following information provides an overview of the skills, qualities, and qualifications needed for this role.
We understand that success is achieved through our people, and we are searching for a committed and passionate "PA" to join our growing business.
Purpose of role:
To provide a high level of secretarial/ administrative support in a timely and accurate manner to Category Directors and to the Buying Department.
In this role you can expect to:
Diary Management for Category Directors e.g. supplier meetings on and off site. Proactively review their diaries on a daily basis, resolving any diary clashes if needed and ensuring they have got meeting rooms booked for all of their meetings.
Provide refreshments to the Category Directors each morning and when required/ requested (tea/ coffee/ water).
Process expense claims for Category Directors and approving on their behalf
Complete Fuel Forms for Category Directors
Attend Category Directors team meetings, prep agendas beforehand and take minutes.
Provide Category Directors with information prior to meetings e.g. minutes / Supplier Briefs.
Liaise with the Development Kitchen when arranging Exec Board lunches, range reviews and relevant supplier meetings
Arrange Supplier dinners
Collate mail merge information.
Help facilitate team offsites and socials, supplier events, Christmas party co-ordination and any other applicable events.
Collect visitors from reception & provide refreshments for Category Directors supplier meetings.
Inform Reception of CD’s visitors.
Provide ad hoc support and holiday cover for P.A. when required.
Book accommodation for CD’s / Buying team when required and ensure that costs are within budget.
Booking flights & trains for CD’S / Buying team when required and ensure all foreign travel is recorded on the insurance list.
Arrange all aspects of Trade Show attendance for Buying Teams to include travel and accommodation.
Completion of Visa’s for foreign travel when required.
Raise Purchase Orders and keep up to date record of all POs raised
Manage comprehensive New Starter process/Leaver process.
Ensure all new starters receive a copy of the GSCOP Code and Policy within one week of joining Iceland and receive GSCOP training within the first month.
Update Email Groups, Structure, Contact List and Who Buys What & upload to intranet.
Monitor supplier mailbox daily
Co-ordinate departmental meetings – R&R, IT, room set-up
To maintain stationery supplies and process orders as required, within budgetary requirements.
Carry out duties as a Fire Marshall when required.
Organise Flower deliveries when required.
Sort post daily.
You should apply if:
Knowledge of Diary Management. Good accuracy is a must.
Proficient in Word, Excel and PowerPoint.
Able to communicate to all levels.
Experience of working within a busy office environment.
Good attention to detail, ability to prioritise workload.
Proactive approach in dealing with problems and queries.
Friendly disposition.
Flexibility.
2 years administration experience.
Ideally hold an admin/secretarial qualification.
Holds a full, clean driving licence.
What to expect from us:
15% discount in Iceland stores
30% discount at Club Individual Restaurants
33 days holiday (including bank holidays)
Pension (NEST)
Free onsite parking
Onsite electric car charging ports
Subsidised staff restaurant and Costa Coffee
Christmas vouchers
Refer a Friend Scheme
Christmas Savings scheme
Discounted dry cleaning
Long service awards
Work Location: In person