PA - Buying Department Coordinator

3 weeks ago


Aston, United Kingdom Iceland Food Group Full time
Job Description

We are seeking an experienced and highly skilled PA to join our Buying department. The ideal candidate will have previous experience of working as a PA and will be highly skilled in coordinating multiple diaries and meetings.

Key Responsibilities
  • Provide a high level of secretarial/administrative support to Category Directors and the Buying Department.
  • Diary Management for Category Directors, including resolving diary clashes and booking meeting rooms.
  • Process expense claims, complete fuel forms, and arrange supplier dinners.
  • Attend Category Directors team meetings, prepare agendas, and take minutes.
  • Provide Category Directors with information prior to meetings, including minutes and supplier briefs.
  • Liaise with the Development Kitchen and arrange Exec Board lunches and supplier meetings.
  • Collate mail merge information and help facilitate team offsites and socials.
  • Collect visitors from reception and provide refreshments for Category Directors supplier meetings.
  • Inform Reception of Category Directors visitors.
  • Provide ad hoc support and holiday cover for the PA when required.
  • Book accommodation and flights for Category Directors and the Buying team, ensuring costs are within budget.
  • Arrange all aspects of Trade Show attendance for the Buying team.
  • Complete visas for foreign travel when required.
  • Raise Purchase Orders and maintain a record of all POs raised.
  • Manage the New Starter process and Leaver process.
  • Ensure all new starters receive a copy of the GSCOP Code and Policy within one week of joining Iceland and receive GSCOP training within the first month.
  • Update Email Groups, Structure, Contact List, and Who Buys What and upload to the intranet.
  • Monitor the supplier mailbox daily and co-ordinate departmental meetings.
  • Maintain stationery supplies and process orders as required, within budgetary requirements.
  • Carry out duties as a Fire Marshall when required.
  • Organise Flower deliveries when required.
  • Sort post daily.
Requirements
  • Knowledge of Diary Management and good accuracy.
  • Proficient in Word, Excel, and PowerPoint.
  • Able to communicate to all levels.
  • Experience of working within a busy office environment.
  • Good attention to detail and ability to prioritise workload.
  • Proactive approach in dealing with problems and queries.
  • Friendly disposition and flexibility.
  • 2 years administration experience.
  • Ideally hold an admin/secretary qualification.
  • Holds a full, clean driving licence.
Benefits
  • 15% discount in Iceland stores.
  • 30% discount at Club Individual Restaurants.
  • 33 days holiday (including bank holidays).
  • Pension (NEST).
  • Free onsite parking.
  • Onsite electric car charging ports.
  • Subsidised staff restaurant and Costa Coffee.
  • Christmas vouchers.
  • Refer a Friend Scheme.
  • Christmas Savings scheme.
  • Discounted dry cleaning.
  • Long service awards.


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