Directors Suite Administrator

1 month ago

Bracknell, United Kingdom The Chancellors Group of Estate Agents Ltd Full time

The Directors Suite Administrator will work as part of a team providing administrative support to the senior central functions to ensure the effective and efficient processes to support the smooth delivery of staff management and the development of an excellent company culture whilst maintaining complete documentation records which are in full compliance with all best practice relating to company policies, data protection and employment law.

**KEY RESPONSIBILITIES**
- Ensure Head Office is always impeccably presented and that both internal and external visitors gain a positive impression of the company at all times.
- Ensure all incoming queries or work given is completed efficiently and accurately within agreed timeframes whilst following agreed processes.
- Supporting Head Office functions as requested with the organisation of company events and meetings. Including quarterly awards conference, incentive trips and the annual Christmas party.
- Provide support to Senior Managers to ensure internal competitions and prizes are arranged and gifted to the relevant winners.
- Front line head office support such as phone answering, stationery ordering, incoming and outgoing post, initial handling of complaints and passing to correct department.
- Take key role in the team that maintain the internal Library ensuring that all documentation is up to date and correct with suitable version control copies.
- Collate and process incoming queries into the company internal newsletter, and prepare the publication for Director review.
- Regularly check stock in Head Office and place and process stationery/equipment orders.
- Communicate with office cleaners via a log book, raise issues and escalate where required. Monthly check required to check cleaning standards.
- Monitor own inbox and other allocated inboxes.
- Provide support to Head Office employees by ensuring car parking and building access permissions are accurately recorded and leaving employees are removed.
- Provide support to branch-based employees by ensuring the correct number of parking permits are ordered by the Accounts Department, depending on the number of employees in the office.
- Maintain all process in relation to welcoming employees to the business including providing internal policies and procedures on their first day and ensure targets are correctly displayed on internal records.
- Ensure new employees have office access to the correct areas of the business that are required for them to succeed in their role.
- Ensure the delivery of new employee onboarding onto their company induction programme and allocating individuals onto the required induction training schedule.
- Maintain the internal corporate directory with staff photography and provide support to the Marketing department to ensure signatures are held centrally for all employees.
- Close down the new starter onboarding process in an employee experience call, and flag anomalies to the HR and Recruitment Managers to ensure action is taken.
- Monitor, maintain and support management to appropriately act on records relating to employee attendance, sickness and holiday.
- Undertake periodic compliance checks relating to employees compliance with key contract terms. E.g. Annual car documentation checks
- Have the ability to develop strong internal and external relationships that ensure results are achieved effectively and efficiently when dealing with matters that require actions from advisors or internal colleagues with can do attitude
- Be Diplomatic and discreet - to be trusted to deal with highly confidential issues
- Be articulate with excellent communication skills. Is able to deal with difficult and complex situations sensitively yet firmly

**PERSON SPECIFICATION**
- Good telephone manner, able to confidently liaise with a wide range of people in a professional manner
- Excellent attention to detail; Able to spot trends and anomalies within data
- Strong IT skills across MS Office packages including Word, Outlook, Excel, PowerPoint
- Able to prioritise effectively and stay in control of a number of tasks at any one time
- Highly flexible and adaptable with a proactive can do attitude; is willing to support directors with any operational need
- Able to pick up tasks quickly and work with mínimal supervision
- Team attitude - prepared to be cross trained on tasks to assist whilst colleagues on annual leave
- Proactive task list management to ensure that projects progress smoothly and efficiently
- Anticipates needs, pre-empts problems and communicates with management in order to manage expectations on work load and delivery time
- Can quickly build rapport and gain credibility from colleagues and suppliers alike
- Have the initiative to escalate issues, comfortable to escalate to senior Managers in the business and tenacity to monitor results to ensure resolved within a suitable timeframe
- Have the legal right to work in the UK

**Job Types**: Full-time, Permanent

Pay: £20,000.00-£2

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