Operations Assistant

4 weeks ago

Burgess Hill, United Kingdom UKHSE Training & Consultancy Full time

**Job Title**: Operations Assistant

**Location**: Burgess Hill

**Responsible to**: Operations Manager

**Salary**:£25,000-£30,000 Pro Rata - DOE

**Job Type**:Flexible Part time - 8:30am - 5:30pm with 1 hour lunch break either 2 or 3 days per week between Tuesday and Friday.

**Hours**: Core working hours are 8:00 am to 5:30 pm Tues to Fri However you will be required to work outside these hours from time to time as determined by business priorities.

**High-Level Objectives**
- To ensure the effective management of time maximising on revenue from Safety team
- To provide assistance to the Operations Manager in the delivery of core services to Complete H&S clients.

**Required Qualifications & Experience**

**For this role, you must**:

- Have strong practical experience in a customer service and/or administrative role
- Have excellent verbal and written communication skills
- Demonstrate an ability to relate easily with clients and colleagues, to understand and empathise with their circumstances
- Be a highly effective administrator who is able to use time effectively and identify opportunities to further improve service delivery
- Be able to multi-task and show excellent attention to detail
- Have proven ability with Microsoft Office, particularly Word and Excel
- Be able to undertake accounts for the business including sales invoices, purchase invoices and bank reconciliation
- Be a team player at all times

**The main duties associated with this role are to**:

- Updating schedules/diaries with appointments
- Handle and redirect incoming phone calls from clients
- Liaising with consultants where technical assistance with queries is required.
- Responsible for work diaries and scheduling, planning, booking and organising training, venues and courses etc.
- Undertake all training course administration liaising with delegates, trainers, agencies and awarding bodies (both pre and post completion)
- Sending Outlook calendar invites to clients for physical and virtual safety audits.
- Chasing up outstanding requests, e.g. confirming dates for client visits so we can make travel arrangements etc.
- Send out reminders when three-yearly refreshers are due.
- Managing master spreadsheet containing client information and keeping this up-to-date.
- Maintain detailed records for both internal and external audits by awarding bodies.
- Plan and maintain spreadsheet of planned site inspections for clients.
- Enter course bookings and consultancy services on to AccessPlanit.
- Maintain accounts for the business using AccessPlanit and Sage.
- Conduct bank reconciliations and other such duties as directed by the Head of Finance.
- Set up dedicated folders for client to store documentation, sending out documentation such as LRs, RAs, reports etc. once formally issued and signed off (then filing as appropriate).
- Carry out such other duties that are consistent with the nature, responsibilities and standing of the post.

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