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Business Support Administrator

Job Type:
Temporary/Seasonal
Location
Bury, Manchester
Salary:
20k prorate dependant on which option
Start Date:
2017-01-10
Duration:
9 months Maternity Cover
Reference:
302032-6113
Business Support Administrator

20k prorate dependant on which option

Options:

- Full time - like for like replacement (37.5 hours)
- Part time - 3 days per week (22.5 hours) - 8.30am to 5pm with one hour lunch break
- Reduced hours - 5 hours per working day (25 hours) - 10am until 4pm with one hour lunch break

Main Purpose

To oversee the efficient running of the Head Office environment whilst administratively supporting key activities such as Health & Safety, Quality Assurance, MEP North West division, Finance and Senior management team. This is a varied role with diverse interaction across several different regional teams based in the location.

The job demands a person who extremely well organised with a positive can do attitude. Key skills required are excellent communicator, both verbal and written, a confident individual who works well whilst using their own initiative and able to work well under the pressure.

Main Duties:

Includes but not limited to:

Business Support:

Administration & Secretarial support - to the highest standard

- Working knowledge of Microsoft Office packages (Word, PowerPoint, Excel, Visio, etc.)
- Complete meeting minutes & actions
- Plan Senior Management diaries
- Book Senior Management travel & accommodation
- Submit Senior Management expenses
- Answer & direct inbound business telephone calls
- Distribute post & parcels - incoming & outgoing
- Order office equipment & consumables when required
- Arrange for business cards and ID cards to be printed
- Raise purchase orders for IT Manager
- Process IT equipment orders for new starters & update company intranet IT details
- Internet & Intranet site administrator
- Design & implement - standard company templates - presentation & reports

Health & Safety Administration:

- Compile relevant H&S statistics to facilitate trend analysis and reporting
- Liaise with external and internal training providers to co-ordinate H&S training courses
- Assist project teams where required with H&S file collation and submission
- Update and maintain H&S section on company intranet
- Maintain H&S related registers and accreditations
- Prepare H&S company information for client pre-qualification submissions.

Department Support:

- Acceptance of contract information from Sales and input as required
- Procurement of equipment & materials on behalf of Project Managers
- Arrange Service Engineers diaries under direction from the management team (holiday or absence support task)
- Complete client invoicing via Focalpoint in a timely fashion (holiday or absence support task)
- Process warranty and/or returns to manufacturer for repair
- Checking of expense claims for accuracy
- Assist with cash collection from aged debt (holiday or absence support task)

Quality Assurance:

- Document control - update all QA documents and records.
- Collate the monthly energy bills received for regional offices and populate records
- Own business complaints - update/chase responses
- Manage satisfaction surveys and update the company intranet
- Manage commendations and update the company intranet
- Control corrective action log for whole business including the chasing of quality reports
- Collate all QA awareness courses (Energy, Environmental)
- Oversee and manage internal QA audit planning

Other:

- Back up support to head office credit control and other finance activities
- Ad-hoc duties as requested
- Value add to business improvement initiatives

Skills /Personality Profile:

- Previous business support & administration experience
- Experience in a project & service company ideal but not essential
- Professional approach at all times
- Accurate and timely data input
- Excellent customer service skills
- Willingness to work
- Positive attitude
- Flexible approach to working
- Strong IT skills
- Sense of humour

Key Performance Indicators:

1) Accurate and timely data input & reporting

2) Level of business support delivered to both colleagues & clients

3) Quality of records maintain in the systems

Matrix Control Solutions Ltd takes the protection of data and specifically data held on behalf of its customers very seriously. It is the responsibility of all Matrix employees to familiarise themselves with Matrix`s Information Security Policies and associated documentation. These documents are freely available on the Matrix Intranet and should be fully understood.

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Please Note

There is no need to provide bank account details or payment to any person or organisation when applying for a job.

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