Team Administrative Assistant

3 months ago

Aberystwyth, United Kingdom Openfolde Ltd Full time

**About Us**

At Openfolde, it is our people that make the difference. People who are friendly, positive, driven to achieve and always want to do their best are always welcome to join us. We have great opportunities across our brands in NI, GB, ROI and even as far away as New Zealand.

**Job title**:
Team Administrative Assistant

**Reporting to**:
Plant Breeder

**Responsibility**:
To facilitate and maintain the smooth and efficient operation of the Germinal Horizon team who are one of the Openfolde teams based at IBERS on one of the Aberystwyth University sites.

**Location**:
Aberystwyth

**Overall purpose of the job**:
We are looking for an Office Manager 20 hours per week to organise, complete and coordinate administrative duties and office procedures for the Germinal Horizon research and development team based at IBERS, Aberystwyth University. The primary function of the role is to support a positive working environment through ensuring high levels of organisational effectiveness, communication and safety_._

**Key activities**:
1. General office management

a. Ensuring maintenance agreements and contracts are adequate and kept up to date

b. Research suppliers for pricing and delivery options to order office supplies and any other materials required by the team

c. Responsibility for organising repairs and upgrades to the office and equipment and ensuring payment of utility bills.

d. Working with the Group Accounts team at Head Office to submit invoices for payment and to follow up on any queries raised

e. Ensuring equipment and furniture are in good condition

f. Keeping a schedule and relevant records relating to health and safety checks ensuring all tasks are completed on time.

2. Support the Head of Plant Breeding and other staff with all administrative tasks including minute typing and document creation, drafting and circulating meeting agendas, scanning, diary management, arrangements and preparation for meetings and presentations and any other similar tasks as required

3. Maintain confidentiality and discretion at all times when dealing with sensitive information

4. Following up on action points from meeting notes and ensuring these are communicated to the relevant people

5. Develop a range of working practices to ensure the smooth running of the entire plant breeding and field teams e.g. forward planning, basic project management and introducing new ways of working

6. Support diary planning for the team

7. Manage visits to the site and necessary arrangements such as booking meeting rooms, catering and transport and accommodation where required

8. Arrange offsite visits for the team making all necessary bookings such as transport and accommodation

9. Organise internal and external meetings to include drafting and circulating agendas and taking and typing minutes when required, developing an appropriate filing system for these documents

10. Implementing GDPR policies in relation to document filing and retention

11. Perform the People’s Champion role for the team, partnering with the People Team

12. Organise all people-related activity including:
a. Return to Work meetings

b. Input, update and maintain records on a central HR system

c. Assist in the administration of leave for the team

d. Facilitate and manage the onboarding and induction process for new employees and return any paperwork in a timely manner

13. Liaise with the IT Champion at Head Office on all office equipment requirements and requests such as laptops, mobile phones, printers etc.

14. Be the point of contact for day-to-day matters with Aberystwyth University

15. Lead the office space planning project

16. Plan in-house for offsite activities, like events, training courses and conferences

17. Record all financial information as required including grant project time sheet and materials recording, submitting these to the relevant parties

18. Run reports as required, support with expenses and maintain office budget information.

19. Support the Belong Ambassador group as required which may involve proof-reading and assisting with the creation of newsletters on a quarterly basis

20. Perform the role in accordance with company policies and procedures, especially the Equal Opportunities and Harassment Policy.

21. Perform any other duties as may be reasonably be required from time-to-time.
- 22. _Point of contact for the marketing team at Head Office who may require information on events, initiatives or projects, or require onsite assistance in coordinating same

**Any special requirements**:
There may be occasional travel required.

**Person Specification**

**Qualifications/attainments**
- Proven experience as an Administrative/Personal Assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Desirable - relevant business, administrative or secretarial qualification

**Relevant experience**
- Proficiency in MS Office (Excel, Outlook and Word in particular)
- Excellent IT skills

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