Administrative Support Specialist

4 weeks ago

London, Greater London, United Kingdom Jark PLC Full time

Job Summary:

We are seeking an experienced Administrative Support Specialist to join our team at Jark PLC. The successful candidate will provide administrative support to the production department, ensuring the smooth operation of our business.

Key Responsibilities:

  1. Assist the Clerical Services and HR function as directed to fulfill the objectives of the department.
  2. Support the Factory Manager in achieving the objectives of the production department.
  3. Provide administrative assistance to the HSQE officer as required.
  4. Collaborate with the HR Manager to ensure effective HR processes.

Administrative Tasks:

  1. Manage telephone calls, take messages, and monitor absences, informing supervisors of staff not attending work.
  2. Maintain visitor and staff attendance books, completing the staff attendance book by 10:00am daily.
  3. Prepare attendance reports for submission to the HR Manager by the 2nd of every month.
  4. Ensure the safe removal of visitors and attendance books in the event of an evacuation.

Human Resources:

  1. Process timesheets, checking for missing sheets and making copies for agencies.
  2. Book holidays for TBS and agency staff, maintaining holiday information on the wall chart planner.
  3. Distribute contracts and new starter packs to new factory starters as directed by the HR department.
  4. Issue clock cards and works passes to new starters, removing leavers' clock cards from the system.

Secretarial Services:

  1. Provide typing services for external correspondence and internal memos, adhering to standard layouts and grammar guidelines.
  2. Open and distribute incoming and internal mail, franking and/or carriage for outgoing mail.
  3. Provide clerical support as necessary, maintaining a tidy office and work area.
  4. Manage files on Windows software, attending and taking minutes for Health & Safety and Production Meetings as required.

Additional Responsibilities:

  1. Fax and photocopy as required, maintaining stationery stocks.
  2. Provide food and drinks for visitors and staff meetings, ensuring their removal on completion.

Health and Safety:

  1. Understand and comply with the Group's policy of Quality Assurance, ensuring adherence to documented procedures.
  2. Read and be familiar with the Company's Health and Safety Policy and Employment Handbook, recognizing personal duty of care for safety and others.
  3. Ensure correct health and safety procedures are followed at all times.
  4. Comply with notices and regulations relating to warnings, fire, and smoking within the Company's premises and sites.

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