Description
We have an exciting opportunity for an experienced “ PA ” to join our Buying department.
The ideal candidate will have previous experience of working as a PA and will be highly skilled in coordinating multiple diaries and meetings.
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.
KEY ACCOUNTABILITIES
1. 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.
2. Provide refreshments to the Category Directors each morning and when required/ requested (tea/ coffee/ water).
3. Process expense claims for Category Directors and approving on their behalf
4. Complete Fuel Forms for Category Directors
5. Attend Category Directors team meetings, prep agendas beforehand and take minutes.
6. Provide Category Directors with information prior to meetings e.g. minutes / Supplier Briefs.
7. Liaise with the Development Kitchen when arranging Exec Board lunches, range reviews and relevant supplier meetings
8. Arrange Supplier dinners
9. Collate mail merge information.
10. Help facilitate team offsites and socials, supplier events, Christmas party co-ordination and any other applicable events.
11. Collect visitors from reception & provide refreshments for Category Directors supplier meetings.
12. Inform Reception of CD’s visitors.
13. Provide ad hoc support and holiday cover for P.A. when required.
14. Book accommodation for CD’s / Buying team when required and ensure that costs
are within budget.
15. Booking flights & trains for CD’S / Buying team when required and ensure all foreign travel is recorded on the insurance list.
16. Arrange all aspects of Trade Show attendance for Buying Teams to include travel and accommodation
17. Completion of Visa’s for foreign travel when required.
18. Raise Purchase Orders and keep up to date record of all POs raised
19. Manage comprehensive New Starter process/Leaver process.
20. 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.
21. Update Email Groups, Structure, Contact List and Who Buys What & upload to intranet.
22. Monitor supplier mailbox daily
23. Co-ordinate departmental meetings – R&R, IT, room set-up
24. To maintain stationery supplies and process orders as required, within budgetary requirements.
25. Carry out duties as a Fire Marshall when required.
26. Organise Flower deliveries when required.
27. Sort post daily.
TECHNICAL SKILLS
28. Knowledge of Diary Management. Good accuracy is a must.
29. Proficient in Word, Excel and PowerPoint.
QUALIFICATIONS / KNOWLEDGE / EXPERIENCE
30. Able to communicate to all levels.
31. Experience of working within a busy office environment.
32. Good attention to detail, ability to prioritise workload.
33. Proactive approach in dealing with problems and queries.
34. Friendly disposition.
35. Flexibility.
36. 2 years administration experience.
37. Ideally hold an admin/secretarial qualification.
38. Holds a full, clean driving licence.
Alongside this we can offer you:
39. 15% discount in Iceland stores
40. 30% discount at Club Individual Restaurants
41. 33 days holiday (including bank holidays)
42. Pension (NEST)
43. Free onsite parking
44. Onsite electric car charging ports
45. Subsidised staff restaurant and Costa Coffee
46. Christmas vouchers
47. Refer a Friend Scheme
48. Christmas Savings scheme
49. Discounted dry cleaning
50. Long service awards