Personal/Facilities Assistant, Cardiff

2 weeks ago

Cardiff, United Kingdom New Directions Holdings Limited Full time

We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within education, social care, domiciliary care and the pharmaceutical sector, from a network of offices across the UK.
Voted Best Employer – Cardiff Life Awards 2024
Provides comprehensive administrative, and personal assistance to the Senior Management Team (SMT) and the Group Facilities Team.
This is an exciting opportunity to assist members of the Senior Management Team and support the Facilities department. The successful applicant will demonstrate their creativity through the organisation and management of events, projects and tasks. The ability to utilise excellent written and verbal communication skills will be crucial for the success of this role, whether this is writing first stage content, reporting for our eco committee or emailing actions from meetings.
Supporting the Group Head of Facilities with any facilities related administrative requirements.
Assisting the SMT with coordinating and managing Group based projects, problem solving tasks and monitoring communications, (including drafting and producing letters, spreadsheets, reports, presentations, speeches, and communications).
Screening telephone calls and handling enquires in a professional and appropriate manner.
Booking and arranging travel, transport and accommodation for the SMT.
Managing financial tasks, including record keeping and dealing with invoices, purchase orders and expense claims for SMT
Carrying out specific projects and conducting research as required.
Managing the administration of any SMT documentation and ensuring its validity (e.g., MOTs, servicing, insurances, passport, driving licence etc).
Assisting the Group Head of Facilities with project work and ad-hoc duties as required.
Assisting with the wider Facilities function as and when required, including the requirement to cover Reception.
Managing the fleet of executive vehicles.
Actively participating in the Company’s Eco-Committee, in partnership with the Group Head of Facilities.
Actively involved in conducting research into environmental & sustainability projects.
Assisting the Brand Engagement Officer with our rented office space; Responsible for the maintenance of the Central Reserve for all Company data.
Assisting in the organisation of internal and external events, alongside the wider facilities team.
Liaising with contractors to ensure relevant information is received and collated (e.g. liability insurance / NDA’s etc).

~ May be required to travel to other business sites across the UK as required


Liaising with Group Head of Facilities when completing requested tasks from SMT or Facilities.
Responsible for compliance with all relevant legislation, and processes, policies, and procedures
Responsible for taking reasonable care of your own health and safety and ensuring that you take reasonable care not to put other people (including fellow employees and members of the public) at risk by what you do or do not do in the course of your job.
Responsible for safeguarding assets within your control and possession, including but not limited to hardware, software, systems, or information, and to report any suspected breach in security without delay, to the relevant personnel as required.
Will be required to be based at and work from the Cardiff office full time (5 days per week).
NVQ Business Administration or equivalent
Valid Full UK Driver’s License and confident to drive Company pool vehicles as required
Excellent administration skills, with the ability to minute take
Clear and fluent writing skills and accurate proofing and editing
Excellent project management skills
An outstanding level of interpersonal and networking skills, including relationship management skills
Excellent word processing and IT skills, including knowledge of a range of software packages, including Microsoft Office
Personal Qualities:

Must like dogs
Health Cashback scheme
Life Assurance of 4 x salary
Pension Salary Sacrifice Scheme (5% employer matched)
A generous annual leave entitlement of 25 days holiday plus bank holidays (rising to 27 days holiday after two years’ service)
Opportunity to purchase additional annual leave through salary sacrifice
A Giving Back day – to offer your services to the local community
Electric Vehicle Salary Sacrifice Scheme (subject to qualifying eligibility criteria)
Cycle to Work Salary Sacrifice Scheme (subject to qualifying eligibility criteria)
Opportunity to join our 3% interest Christmas savings scheme
Employee referral scheme; Free on-site parking

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