Office Assistant

4 weeks ago

Beaconsfield Buckinghamshire, United Kingdom Pentagon Technical Services Full time

Office Assistant

Full Time or Part Time, 5 days in the Beaconsfield Office.

Permanent

Purpose of the Role:

The Office Assistant will work within the Recruitment team, based in the office managing back-office requirements while assisting with candidate generation.

Real impact is what differentiates us from other business's so if you want to drive lasting change in businesses, processes and people, then you’ve come to the right place.

We are looking for a candidate with relevant experience gained in a similar role and professional environment, with a good level of education. Must have a positive, can-do attitude with a dynamic approach and the ability to use own initiative.

The successful candidate will ideally have excellent communication skills, both written and oral along with a professional demeanour and presentation. You will be enthusiastic, motivated and able to meet deadlines and targets when required.

Well organised and able to multi-task, work well under pressure and have a good eye for detail.

Duties will include but not be limited to:

  • Organising and maintaining office systems
  • Working directly with high-level employees
  • Preparing corporate documents
  • Maintaining strict confidentiality
  • Organising the Managing Directors entire schedule
  • Sustaining a level of professionalism among staff
  • Variety of research for the improvement of the smoothing running of the office
  • Managing and supporting Rental Apartments/Houses for Company use
  • Process incoming post/emails and calls
  • Keeping office directory up to date with call answering service/email service
  • Ordering Stationary/Uniform and business cards
  • Researching and booking of office entertainment and event
  • Support the recruitment team – helping set up campaigns, reviewing CVs against criteria, booking interviews and liaising with candidates.
  • Coordinate internal training schedule and book external providers.
  • Other items yet to be identified to support the Directors and HR team to professionalise our ways of working.

Recruitment Duties

  • Process the CVs that come into the Recruitment inbox for screening.
  • Call candidates to explain Pentagon Technical Services as a company and talk through the full employment process.
  • Liaise with the Project Directors regarding potential jobs and booking in interviews via Microsoft Teams.
  • Advertise job adverts on LinkedIn.
  • Answer the office phone when needed.
  • Manage the CVs that come into the HR inbox.
  • Create excel spreadsheets regarding salary packages.
  • Write Pre-Contract agreements and send to candidates.
  • Up-date candidate information and keep everyone up to date with processes.
  • Book in accomodation for employees on new contracts.

Skills & Attributes:

  • At least 3 to 5 years' experience working as an Office/Operations Administrator; or comparable work experience.
  • Very good written and oral communication skills.
  • Sound knowledge of MS Office applications (Outlook, Word, Excel, PowerPoint)
  • Positive mindset with a can-do attitude always finding creative and pragmatic solution.
  • Confident, independent, structured, accurate and reliable - You are the anchor and the first point of contact for the Directors/ external stakeholder. The ability to work under extreme pressure and deadlines.
  • Understanding of project management
  • Flexibility in working hours.
  • Professional and friendly demeanour
  • Thorough attention to details
  • Self-motivated but able to work as a team
  • Strong knowledge of all clerical activities

Responsibilities:

The following duties fall within the purview of this role:

  • Promote equality and diversity as part of the culture of the organisation.
  • Work with HR/Administration Team to prepare and manage work visa’s.
  • Participation in maintaining our CHAS Standards & ISO 9001 Accreditation with the Senior Leadership Team.
  • Organise and support the Managing Director to prepare and deliver Leadership & Board Meetings.
  • Stock control and ordering of supplies.
  • Ensure compliance with communication systems.
  • Ability to troubleshoot.

Education (Ideal but not essential)

  • An HNC or 2 to 3 A Levels, especially in Maths and English
  • Proficiency in the software used in your office.
  • Ability to learn on the job and adapt to changes
  • Excellent written and verbal communication
  • Training in conflict resolution

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, & activities may change at any time with or without notice. Daily interactions will be overseen in the UK by the Managing Director UK/EMEA. An employment contract will be implemented, providing the professional service processes related to pay, health/medical benefits, personal time, approved bank holidays, pension, & any additional benefits for our full-time employees in the UK, Europe, Middle East, Operations.

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