Site Administrator

**JOB DESCRIPTION**

**Role purpose and primary objective**:
This is a new role within the Haverhill manufacturing site designed to support across all functions in terms of Health and Safety, administration and general support for the Directors, particularly the CEO, CFO and Director of Operations. The role will have responsibilities within the Health and safety team as well as being the first point of contact for general administrative support where this is not available within departmental teams.

**Core Accountabilities**:
**Health and Safety**:

- Work collaboratively with management and operational teams to support with the collation of Health and Safety documentation.
- Liaise with purchasing team to order PPE, clothing, other H&S items (face shields, gloves, boots etc), issue company workwear to staff on completion of required service and manage the record keeping of equipment and Personal Protective Equipment issued to staff
- Organise and coordinate required on site Health and Safety training, maintaining training records and arrange for onsite training as required e.g. Fire Safety
- Co-ordinate Health surveillance appointments for all staff, liaising with the People team to ensure al necessary appointments for regular onsite Occupational Health visits are made, ensure managers release staff to attend as required and maintain accurate records
- Co-ordinate the purchase and supply of Eye Test Vouchers for eligible staff on site (online voucher purchases)
- Maintain the resister of Risk assessments and expiry dates, informing senior managers as these are due for renewal
- Produce reports and advise on hazard spotting/near misses and accidents
- Organising waste /recycling collections on site, ensuring that facilities are sufficient to encourage full use
- Checking, monitoring and maintaining First aid boxes and Fire/Ladder/Racking safety records and recommending appropriate action where required

**General**:

- Management of the external cleaning contract, ensuring work is carried out as required
- Contribute to site cleanliness and tidiness, including clearance of refreshments and other waste where this has not been removed by the external provider. Ensure communal spaces such as meeting rooms are maintained ‘ready for use’ with all equipment present and in working order. Ensure general office equipment such a printers/photocopiers are operational, arranging repairs and servicing as required.
- Organise refreshments and lunches for Director meetings where requested, including liaising with the purchasing team, arranging payment, associated co-ordination for the event
- Book and arrange rental vehicles for the R&D team
- Manage the booking system and maintenance of the company pool cars
- Maintain stationery and refreshment stocks. Help organise staff events and activities.
- Organise national and international travel as required, adhering to company travel policies
- Assist the People team with administrative duties such as scanning and managing Act In Time and other duties during periods of absence

**Support to Board Directors on site**:

- Provide diary management and administration support to Directors including scheduling appointments, booking rooms, inviting attendees
- Take minutes in meetings
- Collate management reports and packs

**Describe the most complex/challenging aspects of the role**:
The role works across a number of teams, so managing expectations of different department heads with competing priorities may be a challenge. Building strong relationships quickly will help with this.

**Knowledge, skills and experience required**
- Confident in using full Microsoft office suite e.g. Outlook, Word, Powerpoint and Excel
- Ability to work independently and under pressure
- Understand the importance of, and practices confidentiality
- Good interpersonal skills with an ability to build relationships quickly
- Strong organisation skills such as record keeping
- Strong attention to detail and proven skills around accuracy
- Excellent written and verbal communication skills
- Welcoming, ‘can do’ approach
- Able to follow instructions
- Able to priorities and manage conflicting demands
- Proactive and resourceful, taking the initiative

**Interacts with**:

- Who (teams/people/organisations):_
- External H&S provider
- Other service providers and suppliers
- Operational Managers and Supervisors
- People Team
- Directors and their contacts
- Purpose of the interaction:_
- To co-ordinate activities
- To complete day to day job tasks
- To ensure processes are followed
- To notify of changes and keep records accurate
- To arrange meetings, liaise on their behalf and provide general diary and admin support

**Job Type**: Part-time

**Salary**: £23,000.00-£28,000.00 per year

**Benefits**:

- Company pension
- Employee discount
- Life insurance
- On-site parking
- Referral programme
- Sick pay
- Wellness programme

Work Location: One location