Administration Assistant

The Administration Assistant contributes to developing Symbiosis’ mutually beneficial relationships by:
• Providing administration support to the management team and wider company ensuring the organisational effectiveness and efficiency of Symbiosis
• Contributing to the financial security of the company, inputting and processing accurate financial data which also meet client order service requirements.

Reception
• Answer, screen and forward any incoming calls while providing information when needed
• Manage the door security system, providing information to management when required
• Administer and control staff, temporary, visitor guest and contractor passes
• Receive and welcome all visitors in a welcoming and courteous manner
• Liaise with hosts regarding the arrival of visitors and prepare visitor badges in advance
• Ensure all catering required for meetings is ordered in a timely manner
• Monitor and control booking of meeting rooms
• Service meeting rooms as required for meeting throughout the day

Administration
• Support the wider team with booking of travel and meeting arrangements when required
• Receive and sort daily mail
• Support the wider company by liaising with external IT experts to ensure delivery of the right solutions
• Manage the stationery supplies for the company
• Assist with the management of the recruitment group mailbox
• Liaise with recruitment agencies regarding any active vacancies
• Provide support to our managers and employees, assisting in daily office needs and supporting our company’s general administrative activities
• Manage the administration of all company mobile phones
• Support the Office Manager with any other related tasks

Finance
• Assist with the management of the finance group mailbox.
• Ensure adherence to the financial processes and policies of Symbiosis
Support the Office Manager with any other financial related tasks
 
Managing Organisational Relationships
• Attend and participate in regular staff meetings, as necessary
• Participate in regular 1-2-1s with Office Manager, ensuring any necessary paperwork is completed accurately and on time
• Ensure completion of performance management documentation, accurately and on time
• Take control of own personal development and participate in any training identified either by the Director of Administration & Human Resources, Office Manager or self

Processes
• Regularly review and update all procedure notes to ensure they are fit for purpose
• Create procedure notes for any processes not currently documented, ensuring they are fit for purpose
• Participate in cross training with other team members to ensure all necessary tasks can be covered during annual leave and any other absences

QUALIFICATION
• Minimum 5 National 5’s including Maths and English and 2 Highers including English or equivalent

KNOWLEDGE
• IT skills – Microsoft packages
• Previous experience of SAGE accounting packages

EXPERIENCE
• Customer service-oriented experience
• Previous experience in an administration and/or finance role

SKILLS
• Effective communication skills
• Flexible and adaptive team player
• Ability to perform multiple tasks effectively in a busy environment
• Effective planning and organisational skills

If you would like to apply for this role, please send you CV and cover letter, detailing your salary requirements.

37.5 hours per week, Monday to Friday, 9am to 5pm