Office Assistant

4 weeks ago


Newcastle upon Tyne, United Kingdom Lintz Hall Farm Ltd Full time

**Lintz Hall Farm - Office Assistant** **Job Advert and Description**

**Job Advert**

Lintz Hall Farm are seeking to employ a reliable, experienced Office Assistant to carry out administrative tasks for a large egg producing company.

**Approximate Timeline**:
**Interviews**: approx 31.07.23 - 03.08.23

**Start Date**: by September 2023

**Working Hours** - Monday - Thursday 9am-5pm, Friday 9am-4pm

**Hours per week** - 5 days per week Monday - Friday

**Wage** - £12 per hour rising on successful Probation.

**Holidays** - 28 days including Bank Holidays

**Bank Holidays** - Bank Holiday working days to be worked, as agreed as part of office rota system

**Main purpose of job** - administrative and clerical tasks

**Key Tasks (below)** -to support and carry out daily operational and time critical administrative tasks

**Essential Job Requirements**:

- At least two years of experience in administrative or clerical roles, secretarial work with a strong background in IT, data-entry, office administration and reception support
- At least three GCSE’s certification or post-secondary training in administrative office procedures
- Excellent customer service skills to promote client satisfaction, including good phone etiquette
- Excellent verbal and written communication skills, active listening skills
- Strong organisational skills to plan, prioritise and execute duties, excellent time management skills to manage own time and depending on oneself to get time critical tasks done and ability to work in a high-pressure environment to meet deadlines
- High level of attention to Detail - job requires a focus on detail to ensure tasks are carried out without error
- High levels of initiative - being alert and having an awareness of tasks to be carried out without delegation and ability to problem solve and take appropriate actions when queries or issues arise
- Strong interpersonal skills and the flexibility to adapt to changing work demands and new ways of working, ability to work well in a team and in collaboration with other teams and stakeholders
- Dependability - job requires being reliable, responsible, dependable and to take the lead on office tasks to cover Director’s Assistant’s leave or absence
- Ability to comply with high levels of bio-security measures and appropriately communicate this to stakeholders

**Desirable but not essential Job Requirements**:

- GCSEs at grades 9 to 4 including English and maths
- Higher level qualifications related to administration - higher national diploma (HND) in business administration, public administration, secretarial studies, payroll or related fields, Level 2 or 3 Diploma in Business and Administration, Level 1 Certificate for IT Users (New CLAiT) and Level 2 European Computer Driving Licence (ECDL) Certificate in IT User Skills.
- Experience in Payroll and HR
- Experience in using Sage 50 Payroll and Accounts
- Knowledge of industry
- Knowledge of administration tasks related to transport management and food production
- Experience of customer relationship management

**Specific Tasks**
- General office admin directed by the Director’s Assistant including:

- Payroll
- HR
- Holiday request processing
- Absence management
- Data entry
- Egg gradings
- Customer queries
- Supermarket order processing and sales invoicing
- Telesales order processing and sales invoicing
- Banking
- Audit compliance data collection
- Livery bills and account management
- Staff queries
- Compliance with bio-security
- Scanning, photocopying and filing documents
- Maintaining office equipment like copiers and fax machines for smooth office functionality
- Front desk reception duties including receiving visitors when they arrive and assisting them with queries or to meetings with a positive attitude
- Managing office supplies
- Creating, editing and updating spreadsheets
- Answer telephone calls and directs them to the appropriate parties/people, takes messages and ensures that communications are clear and run efficiently
- Enforcing office protocols and policies
- Operating and managing office equipment such as the printer, copier and shredder
- Filing all company documentation and maintaining accurate records
- Processing petty cash payments and other clerical tasks
- Performing data entry tasks when needed
- Input sales transactions information in computer databases
- Serve as one of the main points of contact for an office
- Light accounting duties including preparing documents such as invoices financial statements
- HR and communications duties including preparation of new staff starter packs, chasing staff documentation, record keeping, sending corporate communications through electronic systems
- Light transport management admin directed from Transport Manager including Taco downloads, vehicle maintenance and inspection record keeping, driver licence checks
- Light health and safety duties including record keeping, main point of contact in absence
- Light admin tasks of Direct



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