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Administrative Support Specialist

1 month ago

Wallingford, Oxfordshire, United Kingdom Valeo Foods Full time
About the Role

We are seeking an Administrative Support Specialist to join our team at Valeo Foods UK. In this role, you will be the first point of contact for employees, customers, and external visitors, providing a positive experience for everyone who interacts with our business.

Job Description

This is a part-time position working Monday to Friday (12:30pm – 5pm) requiring strong administrative skills, excellent customer service, and effective communication abilities. You will provide support to facilitate the smooth running of the reception area, office facilities management, and HR and Marketing functions.

  • Answer telephone calls, process mail, and receive deliveries in a friendly, prompt, and professional manner.
  • To be the face of the business for all visitors to site, ensuring anyone passing through our offices is warmly welcomed and completes required paperwork.
  • To ensure the reception area is representative of the business – maintain high housekeeping standards, display appropriate visual branding & certificates, and manage the visitors' books.
  • Ensure kitchens and other communal areas are kept well stocked with crockery, glassware, tea, coffee, milk etc through daily/weekly ordering for the site, including food, toiletries, and kitchen supplies.

You will also provide administration support to the HR team with tasks such as the administration of monthly ASPIRE awards, distribution of announcements, policies, and procedures, and updating SharePoint and the canteen audio stream for the business.

Key Responsibilities
  • Business stationery ordering including internal stationary requests, office supplies, office furniture, event supplies etc.
  • Ordering stock for and administration of hampers and gift packs as requested for new starters, charitable requests, customer, and employee orders.
  • Record and maintain essential driver information for those claiming business mileage.
  • Support the Marketing team with the creation and distribution of bespoke hampers and supplies as requested for competition winners, buyers, influencers etc.
  • Assist the wider business by booking accommodation, hire cars and taxis, as well as ordering lunches from relevant external suppliers when required.
  • Complete the monthly credit card reconciliation in line with Finance requirements.
  • Maintain the site attendance log for the Front Office and weekly movements spreadsheet for the wider business.
  • General administrative tasks including updating employee phone lists with any changes, franking post ready for daily collection, creating maintenance requests, arranging display cabinets, and any other ad hoc admin support as required.
About You

We are looking for someone with outstanding customer service skills, both face-to-face and over the telephone. Excellent written English and a working knowledge of Microsoft Office and general IT skills are also essential.

The ideal candidate will be a brilliant communicator with a positive 'can do attitude', sensitive, approachable, and confident manner with all colleagues and managers. Good attention to detail, ability to take accurate messages, and capture accurate data on all administration tasks are important.

A multi-tasker who can work efficiently and prioritise their own workload in this largely autonomous role is also required. Must have strong people values, ethics, and integrity in line with our ASPIRE values and behavior's.

Ability to manage sensitive and confidential information and always maintain absolute discretion is also necessary.

About Us

Valeo Foods UK offers a competitive salary range of £18,000 - £22,000 per annum, depending on experience, plus benefits including 25 days + Bank Holidays, matched pension scheme, death in service, cycle to work scheme, canteen accessibility, retailer discount platform, and staff discount.