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Administrative Assistant/receptionist

3 weeks ago

Knaresborough, United Kingdom Energyline Ltd Full time

**ADMINISTRATIVE ASSISTANT / RECEPTIONIST**

**- full time/job share or two part time roles**

**Salary** : £19,305 - £22,000 pa (depending on experience)

We are delighted to be recruiting for an efficient and enthusiastic individual to deliver a professional reception service to the company covering a range of duties including general administration, facilities, finance and HR as well as providing administrative support to the business units. This vacancy has arisen following an internal promotion.

Energyline is a fast-growing, independent engineering, planning and environmental consultancy based in Knaresborough. We specialise in the design and consent of power system projects including overhead lines and underground cables and offer site-based services including overhead line surveys, condition inspections and site investigations.

Previous clerical, administrative or reception experience is essential along with a good working knowledge of Microsoft Office.

The reception is open from 9am - 5pm from Monday to Friday.

We are open to appointing to the role either full time or as two part time positions.

As a full time role, your hours of work would be 9.00am - 5.00pm Monday to Friday (including a 30 minute unpaid break).

The part time roles could be split across the week but would need to cover the opening hours of the reception.

**Job Description and Person Specification**

**JOB TITLE**:Administrative Assistant / Receptionist

**REPORTS TO**:HR Manager

**DEPARTMENT **Business Services

**CONTRACT TYPE**:Permanent full or part time

£19,305 - £22,000 pa (depending on experience)

**SALARY**:(with opportunity to receive up to 10% annual bonus payment following successful completion of 6 month probationary period).

**HOURS OF WORK**:37.5 hours per week (full or part time or job share)

**PLACE OF WORK **:York House, 9 York Place, Knaresborough HG5 0AD and Jubilee Court, Copgrove, Harrogate HG3 3TB

**JOB PURPOSE**:
Reporting to the HR Manager, the Administrative Assistant/Receptionist will provide efficient and effective administrative support to all business units as required and a reception service to the company covering a range of duties including general administration, HR, finance and facilities.

**General Administration **Provision of administrative, clerical and secretarial duties as required including:

- Assisting in the preparation of reports.
- Planning and organising meetings (internal and external) and functions.
- Dealing with customer, supplier and employee correspondence.
- Issuing bulletins to all staff.
- Updating Weekly Movements spreadsheet to record where staff are working.
- Booking travel and accommodation for staff.
- Inputting timesheets on the TRS (Time Recording System) for site staff who do not have access to the system.
- Recording responses from Covid exposure e mails from staff to monitor possible outbreaks of infection.
- Opening and logging incoming mail (unless marked private and confidential) and distributing to appropriate department/staff members.
- Arranging outgoing mail or deliveries and collections including occasionally visiting the Post Office or Sorting Office.

**Reception duties**
- Undertaking the reception service to the company, acting as the first point of contact in dealing with phone calls, taking messages, greeting visitors and accepting deliveries.
- Maintaining signing out procedure for satellite phones and other valuable company assets.

**Facilities Administration **Provision of administrative tasks related to facilities including:

- Maintaining general office equipment and rooms to a professional level.
- Completing and recording weekly Fire alarm, Fire Extinguisher, Carbon Monoxide tests and monthly smoke alarm tests.
- Completing and recording annual checks of the First Aid boxes.
- Recording monthly utility meter readings and checking these against bills.
- Monitoring the quality of cleaning and liaising with cleaning contractor as necessary.
- Maintaining the Facilities Issues Log and Tracker.
- Keeping the Facilities Administration, Storage Register and Archive Register updated.
- Ensure, on a daily basis, that the premises are fully stocked with supplies of paper, stationery, groceries and other consumables placing orders and receiving deliveries as necessary.

**Finance Administration**
- Issuing purchase order numbers following check of authorised purchase requisition form.
- Recording credit card spending and monitoring and reconciling regularly.
- Petty cash monitoring, recording and reconciliation.
- Month end reporting of expenses (stationery, cleaning equipment, refreshments etc) to Finance

Manager when requested.
- Assisting the Finance Manager and Bookkeeper with work as and when required. This may include administrative tasks, research and monitoring and maintenance of systems.

**HR/Training Administration**
- Participating in the induction of new staff outlining facilities information and arranging all associated adm