Description
Executive Assistant/Health & Safety Co-ordinator
Based on the outskirts of Southampton in Chilworth. To provide an effective administrative service offering necessary and sufficient services to the business. To ensure that activities take place in accordance with the set procedures, in a timely and quality fashion.
The role will focus on supporting the Business Services team in their day to day activities and the Chief Executive Officer. To provide an administrative support function in the day to day operation of the Office of the CEO. To consistently offer professional engaging and friendly services, manage relationships and handle highly confidential information flows supporting the highest level of leaders.
Core responsibilities:
Administrative support for the Chief Executive Officer;
* Managing and maintaining calendars.
* Scheduling, planning and coordinating meetings and events onsite and offsite, including researching and preparing meeting materials.
* Preparing agendas, taking notes and distributing meeting minutes and presentations. When requested, track action items and communicate status.
* Assist with presentation preparation for the CEO
* Acting as the initial point of contact by phone and face to face providing a professional meet & greet for guests as required.
* Book all business travel for the CEO and produce travel itineraries
* Tracking team holiday requests
* Assisting with arranging all internal company staff meetings
* Provide adhoc administrative support to the Executive Leadership Team
* Book business travel for board members as and when requested
* Look after board members, and arrange board meetings, attending and taking actions as and when required
Business Services Administrative support;
* Provide adhoc administrative support to the Business Services Team activities and back-up cover for all Business Services administration functions during staff PTO and sickness.
* Provides both administrative and organisational support for the company's corporate events.
* Periodic Reception cover:
* Provide support within the CSR programme whether it is organising an event, developing our relationships with schools and colleges or a recycling project
* Work closely with Marketing to plan employee events as per events calendar
* ISO Co-ordinator
Health & Safety;
* Responsible for Health & Safety initiatives within the company and lead the HSE culture
* Manage Health & Safety policies and procedures in line with current legislation and business objectives
* Assist with ensuring the company's UK sites meet health and safety requirements as well as ISO14001 standards
* Managing and completing fire checks, whilst maintaining hard copy records in Log Book
* Organise and work towards any Fire Risk Assessment recommendations
* Complete annual fire drills (more frequently depending on number of new starts)
* Maintaining PAT Testing/Testing of fire extinguishers/Testing of fire alarm system
* Complete annual risk assessment for Head Office, Desk Risk Assessments
* Liaise with Facilities for any office moves, to ensure moves comply with H&S regulations, completing risk assessments as necessary
* Safe Contractor - Producing documentation of policies, training, reports as and when requested to comply with accreditation
* Human Focus Online H&S Training Portal - Ensuring all employees are trained specifically for the nature of their roles, keeping portal up to date with new starts/leavers, creating log in details for new starts, producing reports as and when necessary
* First Aid - Ensuring records/certificates are kept up to date, booking training courses if necessary, completing monthly inventories of all First Aid boxes in Head Office, replenishing as necessary
* Reporting any accidents/incidents in record book, putting preventative measures in place and reporting to RIDDOR if necessary.
Knowledge, skills and experience;
* Strong understanding of administrative processes and good practise
* Excellent communication skills, able to communicate clearly and succinctly in writing and verbally
* Able to make suggestions for improving the service, working procedures and processes
* Ability to research information and analyse data
* Excellent organizational skills with ability to prioritise effectively to meet deadlines
* Excellent attention to detail - able to maintain accurate records.
* Ability to assimilate information and identify actions, taking them forward appropriately
* Able to quickly establish rapport and credibility with others in the team
* Able to use own initiative
* Experience of working in an office performing a wide variety of administrative duties
* Experience of working with a high level of autonomy and minimum supervision
* Good team player who values the contribution of everyone
* Adaptable and able to respond to a changing situation
* Self-motivated, willing to learn new skills and to problem solve
* Able to maintain confidentiality at all times
* Able to work flexibly and willing to work outside core hours during busy times