Job Title: Operations Assistant
Location: Burgess Hill
Responsible to: Operations Manager
Salary: £25,000 – £30,000 Pro Rata – DOE
Job Type: Part time – 8:30am – 5:30pm with 1 hour lunch break either 2 or 3 days per week between Tuesday and Friday
Flexible Part time – 8:30am – 5:30pm with 1 hour lunch break either 2 or 3 days per week between Tuesday and Friday.
Hours: Core working hours are 8:00 am to 5:30 pm Tues to Fri However you will be required to work outside these hours from time to time as determined by business priorities.
High-Level Objectives
- To ensure the effective management of time maximising on revenue from Safety team
- To provide assistance to the Operations Manager in the delivery of core services to Complete H&S clients.
Required Qualifications & Experience
For this role, you must:
- Have strong practical experience in a customer service and/or administrative role
- Have excellent verbal and written communication skills
- Demonstrate an ability to relate easily with clients and colleagues, to understand and empathise with their circumstances
- Be a highly effective administrator who is able to use time effectively and identify opportunities to further improve service delivery
- Be able to multi-task and show excellent attention to detail
- Have proven ability with Microsoft Office, particularly Word and Excel
- Be able to undertake accounts for the business including sales invoices, purchase invoices and bank reconciliation
- Be a team player at all times
The main duties associated with this role are to:
- Responding and prioritising incoming requests via telephone and email. Identifying urgent requests, which need a rapid response, e.g. HSE intervention, accident, etc.
- Updating schedules/diaries with appointments
- Handle and redirect incoming phone calls from clients
- Liaising with consultants where technical assistance with queries is required.
- Responsible for work diaries and scheduling, planning, booking and organising training, venues and courses etc.
- Undertake all training course administration liaising with delegates, trainers, agencies and awarding bodies (both pre and post completion)
- Sending Outlook calendar invites to clients for physical and virtual safety audits.
- Chasing up outstanding requests, e.g. confirming dates for client visits so we can make travel arrangements etc.
- Send out reminders when three-yearly refreshers are due.
- Managing master spreadsheet containing client information and keeping this up-to-date.
- Maintain detailed records for both internal and external audits by awarding bodies.
- Plan and maintain spreadsheet of planned site inspections for clients.
- Enter course bookings and consultancy services on to AccessPlanit.
- Maintain accounts for the business using AccessPlanit and Sage.
- Conduct bank reconciliations and other such duties as directed by the Head of Finance.
- Set up dedicated folders for client to store documentation, sending out documentation such as LRs, RAs, reports etc. once formally issued and signed off (then filing as appropriate).
- To support the Operations Manager with fee paying client activities such as the completion of SSIP applications and similar documents.
- Carry out such other duties that are consistent with the nature, responsibilities and standing of the post.
Candidates with experience of; Operations Assistant, Office Administrator, Admin, Admin Assistant, Administration Clerk, Senior Business Administrator, Business Administrator, Secretary, Senior Support Administrator, Administrator, Customer Services, Customer Service Administrator may also be considered for this role.
