Company Administration Officer Applicant Information Pack

Transcription

1 Cmpany Administratin Officer Applicant Infrmatin Pack

2 Cntents Page 3 Intrductin Page 4 Jb Descriptin Page 6 Persn Specificatin Page 8 Terms and Cnditins

3 Intrductin Thank yu fr yur interest in the abve rle. This dcument des nt frm part f the terms and cnditins, but aims t give yu mre infrmatin abut the rle, its cntext and an utline f the wrk yu culd be invlved with. Backgrund t The Scut Assciatin s Headquarters The UK headquarters f The Scut Assciatin is based at Gilwell Park, Chingfrd, Lndn and is peratinally divided int fur directrates: Chief Executive Prgramme and Develpment Finance Secretariat Marketing and Cmmunicatins Outline f Rle: Scut Shps Ltd (SSL) is part f The Scut Assciatin. SSL are als the fficial suppliers f Scuting Unifrms and Scuting equipment We require an administrative prfessinal with experience f ffice systems t undertake a diverse range f tasks t supprt the business. Respnsibilities include: prviding secretarial and administrative supprt t the Managing Directr, preparing and mnitring reprts and budgets, assisting with the implementatin and review f health and safety prcedures n site, wrking directly with the central HR Department n staff issues and respnding t a variety f enquiries verbally and in writing. If yu are a talented administratr and lking fr yur next challenge this culd be the jb fr yu! Applicatins: The clsing date fr cmpleted applicatin is midday n 11 th Nvember The applicatin frm shuld be returned t the Human Resurces Department (human.resurces@scuts.rg.uk) nn n that day. Interviews: Interviews are t be held n a date t be cnfirmed.

4 JOB DESCRIPTION COMPANY ADMINISTRATION OFFICER Department: Respnsible t: Management ffice Managing Directr Functinal Relatinships with: Internal: External: All S.S.L departments Site cntractrs & service prviders, T.S.A., Human Resurces, Payrll, Health & Safety, Estates and ther Scut Assciatin departments as apprpriate. Statinary, packaging and ffice furniture suppliers. Mtr Dealers, Insurance Brkers, Adur & W.S.D. Cuncils, The Department f Envirnment, S.S.L. Custmers, District Scut Shps, Members f the public. Lcatin: Grievance Officer: Scut Shps Ltd, Lancing, Business Park, Lancing, West Sussex BN15 8UG The Directr f Finance, The Scut Assciatin. Jb Summary: Prvide secretarial /administrative supprt t Managing Directr & Financial Cntrller/Cmpany Secretary. Plan, implement and prject management f nsite repairs and maintenance. Manage the Cmpany administratin & ffice management functins. Negtiatin and purchase f statinary and packaging. Purchase, dispsal and administratin fr Cmpany s vehicle fleet. Negtiatin with relevant suppliers/ cntractrs Liaisn with H.R. & Payrll n staff matters. Undertake travel & accmmdatin arrangements. Cntact fr insurance and claims related matters. Implement Health & Safety plicies/ requirements. Main Tasks: T prvide effective and timely supprt t the Managing Directr and Financial Cntrller/ Cmpany Secretary in all administrative and secretarial matters. T prduce Bard Minutes and Reslutins as required. Prepare, mnitr and reprt upn repairs and maintenance budget. Plan, implement and prject manage repairs & maintenance and nsite services, frm qutatin, appintment f cntractrs t cmpletin f wrks; fr electrics, heating, water, alarms, cleaning, fire safety, vending, hygiene services, interir /exterir decratin, waste cllectin, structural repairs. Liaise with Estates dept as required. Undertake rutine and ad hc Health and Safety fr the Lancing site in line with TSA plicies / requirements and take necessary measures t ensure the business is cmpliant with guidelines and legislatin. Lg results fr all rutine checks in a timely manner Negtiatin f annual service prvider cntracts Apprval f relevant invices Manage service cntractrs whilst n site. Review statutry annual engineering reprts arranging remedial actin as required and within budget. Mnitr and arrange rutine servicing f fire extinguishers, hses, smke detectrs, bilers, air cnditining and emergency lighting.

5 Undertake mnthly water temperature testing and meter readings fr gas /electric etc. Undertake weekly fire bell testing and arrange peridic fire/evacuatin drills. Arrange PAT and electrical testing Liaisn with (ut f hurs) key hlders. Manage dispsal f the site waste and mnitr envirnmental legislatin develping strategies which are envirnmentally friendly/maximize recycling pprtunities. Administer and recrd Cmpany Barclaycards fuel & breakdwn cards, dr keys, dr entry swipe cards & cameras etc. Mnitr expenses fr travel, accmmdatin and vehicle expenses via Barclaycard and expense claim frms. Negtiate discunts, rder and distributin f statinary, packaging materials, carrier bags, ffice equipment and furniture, First-Aid prducts, mbile phnes, catering supplies and relevant licenses. Mnitr statinary budget and invice apprval. Negtiatins fr purchase and dispsal f Cmpany cars. Administratin f the fleet vehicles fr rad fund licenses, M.O.T. s Insurance, accidents, driving licenses and arrange vehicle hire. Prvisin f vehicle schedule t payrll fr persnal taxatin purpses. Mnitr and recrd staff attendance fr sickness, hlidays etc reprting t H.R. dept f T.S.A. Advising H.R. f changes t staff addresses. Reprt vertime t Wages T.S.A. Make travel reservatins fr flights, trains htel accmmdatin and meeting rms. Arrange cnferences. Assisting with maintaining a safe and tidy wrking envirnment particularly with the Bardrm and receptin areas. Mnitring f cleaning and washrm services liaising with service prviders. Handling visitr administratin and refreshments fr selected visitrs T prvide an efficient and curteus handling f external /internal inquiries, cmplaints and administrative requests. Ad-hc supprt fr Business Develpment Manager and ther members f management team. T undertake ther relevant and apprpriate duties as required by the Managing Directr cmmensurate with the pst including general ffice administratin duties. Limits f Authrity: As defined by the Managing Directr

6 PERSON SPECIFICATION COMPANY ADMINISTRATION OFFICER / MANAGEMENT OFFICER SKILLS Fully cmputer literate E Gd cmmunicatr at all levels verbal and written. E Team player E Ability t meet deadlines. E Ability t wrk under pressure. HD Display initiative. HD Excellent telephne manner. E Ability t multitask and priritise. E Numerate HD KNOWLEDGE / QUALIFICATIONS Educated t A level standard r equivalent. HD At least tw years ffice experience at preferably at P.A. level r equivalent GCSE level minimum A t C r equivalent D E Cpy / audi typing w.p.m. with high degree f accuracy. E Shrthand skills D Knwledge f Scuting D Cmmercial sectr experience. D Knwledge f telephne systems. HD Purchasing experience. HD Knwledge f prperty / site maintenance issues HD

7 PERSONAL QUALITIES Highly accurate E Self mtivated E Flexible E Well rganised E Open minded E Friendly / persnable E Service rientated E Energetic HD Methdical HD Able t maintain cnfidentiality E E = essential HD = highly desirable D = desirable

8 Cmpany Administratin Officer Summary f terms and Cnditins f Emplyment Band and Pint: Band 6, Pint 1 Lcatin: Salary: Hurs f Wrk: Payment f Remuneratin: Prbatinary perid: Benefits: Pensin Scheme: Travel and Subsistence: Sickness: Maternity Rights: Hliday: Ntice: Lancing 11, per annum (Full time equivalent) 28 hurs per week flexible. Overtime is nt paid althugh time ff in lieu may be authrised. Salaries are paid mnthly by direct transfer n r abut 20th f the mnth. The Assciatin perates a Salary Grading structure, further details f which can be btained at interview. Salaries are reviewed n an annual basis. The pst is subject t a six mnth prbatinary perid. Interest Free Seasn Ticket Lan Yu may apply fr a lan t assist with bus r rail seasn tickets after three mnths service. HSA Membership f Wrkwell scheme (HSA) subscriptin paid fr by TSA, a small tax liability is incurred. In summary, n a per annum basis, the HSA scheme prvides 75 f dental care, 75 wrth f Optical care, up t 200 fr Cnsultatin and Diagnstics and up t 200 Physitherapy/Ostepathy/Chirpractic/Acupuncture/Hmepathy The Scut Assciatin s nrmal retirement age is 65. The Assciatin perates a Grup Persnal Pensin Plan which is available t all emplyees. Yu will be eligible t jin this scheme when yu have cmpleted three mnths service. The scheme is cntributry and full details are available frm the Human Resurces Department. The Scut Assciatin is cntracted int the Gvernment s State Earnings Related Pensin Scheme. Expenses incurred while n Assciatin business will be reimbursed. Guidelines as t the apprpriate level f expenses will be prvided. Statutry Sick Pay will be paid in accrdance with the Scial Security and Husing Benefits Act Additinally, the Assciatin has an Occupatinal Sick Pay Plicy, details f which can be btained at interview. The Assciatin prvides SMP benefits cmmensurate with the statutry prvisins. 23 days paid hliday after three mnths plus bank hlidays. This increases after tw years service t 26 days and after five years service t 30 days. This pst requires ne mnths ntice n either side.