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Operations Assistant

2 months ago

Midlothian, United Kingdom Office Angels Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to provide essential support to our Operations department. Reporting directly to the Operations Supervisor, you will work closely with the team to ensure smooth and collaborative operations across various sub-departments.

Key Responsibilities
  • Support the Operations Supervisor and team with daily tasks and requests.
  • Assist in drafting, reviewing, and formatting operational documentation, including policies, procedures, and reports.
  • Monitor, update, and maintain trackers to ensure efficient workflow and compliance with company standards.
  • Upload documents to cloud-based platforms for smooth accessibility and version control.
  • Take comprehensive meeting notes and ensure timely upload of actions to our online project management system.
  • Assist in drafting risk assessments, health and safety policies, and COSHH forms to ensure a safe working environment.
  • Maintain trackers to ensure all company documents are up-to-date and compliant with regulatory requirements.
  • Arrange training courses and record actions to ensure staff development and compliance.
  • Prepare for internal and external audits to ensure company compliance and regulatory adherence.
  • Assist with drafting HR policies and take verbatim notes during interviews to ensure accurate documentation.
  • Support the finance team in drafting quotes, purchase orders, and invoices to ensure timely and accurate financial transactions.
  • Aid in purchasing activities under supervision to ensure efficient and compliant procurement processes.
  • Administer the Electronic Quality Management System, including document management, to ensure quality control and compliance.
  • Assist in drafting, reviewing, and formatting quality documents to ensure compliance with company standards and regulatory requirements.
  • Support logistics by coordinating sample collection and materials despatch to ensure timely and efficient supply chain management.
  • Work with the Project Manager to update Asana Project tool tasks to ensure accurate project tracking and management.
  • Take meeting notes for the Project Manager and ensure accurate information capture to ensure project success.
  • Draft and format project documents and coordinate meetings to ensure effective project communication and collaboration.
Requirements
  • Experience in drafting and formatting documents, including policies, procedures, and reports.
  • Proficient in taking verbatim notes during meetings and ensuring accurate documentation.
  • Strong organizational and time management skills to ensure efficient workflow and compliance with company standards.
  • Ability to work under pressure, multitask, and prioritize effectively to meet deadlines and ensure project success.
  • Excellent interpersonal and communication skills to ensure effective collaboration and communication with team members and stakeholders.
  • Good working knowledge of IT applications, including MS Office, to ensure efficient and effective use of technology.
  • Keen attention to detail to ensure accuracy and compliance with company standards and regulatory requirements.
  • Passionate about delivering high-quality work and contributing to the success of the company.