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Personal Assistant

5 months ago

Epsom, United Kingdom Sodexo Full time

Job Introduction
**Job title: Personal Assistant / Central Support Office Lead**
**Location: Epsom, Surrey**
**Salary: £25,000 - £27,000 dependent on experience**

**Life at Prestige**:
People are at the very heart of Prestige, and we want to make life better for them. As a Registered Branch Manager, you’ll grow and develop in an exciting business that puts people at the centre of everything we do.

Prestige Nursing & Care, part of the Sodexo Group, has provided home care for over 75 years and we have 35 local offices in England and Scotland. Our aim is to lead the care industry by providing high quality, personalised and specialist services to our clients.

**Your role at Prestige**
- Extensive calendar management, including meeting coordination, both internally and with executives and assistants throughout the company and on occasion external businesses
- Administrative duties, such as: arrangement of international and domestic travel, filing, screening calls, taking messages, and making catering arrangements for meetings, post room and courier management, ordering supplies and managing the office car park
- Facilities management including liaising with the landlord and service providers
- Member uniform and ID badge issue
- Senior Leadership Team diary management
- Arrange logistics for onsite and offsite meetings; negotiate with suppliers for meetings and other needs including making travel and accommodation arrangements
- Maintain team distribution lists, internal websites, and the organisational chart for the business
- Provide holiday or equivalent cover for the HR team as required
- Managing office budgets
- General office support as required

Main Responsibilities

**Responsibilities**:

- Receiving central telephone calls, directing, and taking messages
- Organising courier bookings for Head Office and Branches
- Meeting co-ordination including equipment and food beverages supplies
- Ensuring the reception area, board room and kitchen areas are clean and tidy at all times
- Supporting our Corporate Social Responsibility through making the office environmentally friendly including office recycling and reducing carbon footprint
- Implementing and maintaining office procedures and systems
- Managing the relationship with outsources cleaning provider
- Organising conference calls, meetings, conferences, and events including Head Office Social events and Charity giving
- Supports with diary management and communications for the Senior Management Team
- Overnight accommodation and travel arrangements for Senior Management
- General and company-branded stationary order management for Head Office and Branches
- Providing support to the Branch network including equipment and supplies
- Responsible for company archiving including allocating archive box numbers
- Assisting with Branch office moves and advising all relevant parties, updating accounts and suppliers with new information
- Building maintenance including liaison with the landlord, reporting any building issues and organising for relevant repairs and maintenance, fire extinguisher servicing, lift maintenance, overseeing office cleaning
- Co-ordination of Head Office car parking
- Managing the Head Office notice boards
- Assisting the HR department with administrative duties including reference response letters, covering the phone and arranging meetings and interviews
- Printing and distributing member ID badges and uniform to branches
- Uniforms ordering for our carers and nurses, obtaining payments, dealing with queries and supplier management
- Managing supplier relationships including reviewing existing contracts, negotiating contract renewals and conducting market reviews
- Managing supplier budgets including stationery, kitchen and office supplies, travel
- This list is not exhaustive and further duties may continually be added over time dependent on the needs of the business.
- Extensive calendar management, including meeting coordination, both internally and with executives and assistants throughout the company and on occasion external businesses
- Administrative duties, such as: arrangement of international and domestic travel, filing, screening calls, taking messages, and making catering arrangements for meetings, post room and courier management, ordering supplies and managing the office car park
- Facilities management including liaising with the landlord and service providers
- Member uniform and ID badge issue
- Senior Leadership Team diary management
- Arrange logistics for onsite and offsite meetings; negotiate with suppliers for meetings and other needs including making travel and accommodation arrangements
- Maintain team distribution lists, internal websites, and the organisational chart for the business
- Provide holiday or equivalent cover for the HR team as required
- Managing office budgets
- General office support as required

**What we offer**:

- A competitive salary
- 28 days annual leave (includes Bank Holidays) incr