Floating Secretary/Administration Assistant

Job Type:
Permanent
Job Sector:
Admin, Secretarial
Region:
Scotland
Location:
Westhill
Salary:
£1 to £1 per annum
Salary Description:
Competitive
Posted:
14/02/2020
Recruiter:
Sodexo
Job Ref:
SDX/TP/734674/56039

To provide and maintain a high standard of administration and senior secretarial support to departments on site. Perform a variety of administrative and clerical tasks. Duties include providing support to managers and employees, assisting in daily office needs and managing our company’s general administrative activities. As a floating secretary you will be required to adapt quickly into various teams onsite with specific work requirements. The secretarial part of this role will require covering peak term holidays.
Main Responsibilities




Distribution of mail, updating chrono and signature book log
Diary Management, sending out meeting requests and booking meeting rooms
Booking travel, accommodation and taxis as required
Pre-mob offshore worker accommodation bookings whilst covering certain departments
Creating expense reports
Onboarding new starts organising IT access, security clearance and general induction process
Offboarding leavers
Compiling departmental sections of the weekly report, chasing input issues
SAP – Raising requisitions, purchase orders etc
Input of documents into docuk
Collating and issuing presentations
Booking medicals and updating Vantage whilst covering certain departments
Monitoring staff movements and dealing with timesheet quires
Ordering stationary and maintaining stock
Ordering PPE for offshore visits
Ordering catering
Creation & Issus Delegation of Authority Memos
Support the corporate communications team with events/activities (eg Townhalls) as required
Provide support to the Human Resources department as and when required
Comply with all Sodexo Company policies/procedures and client site rules and regulations
Cover departmental admin roles during periods of holiday and sickness when requested by Line Manager
Comply with all Company and Client policies and statutory regulations relating to Health & Safety, safe working practices, hygiene, cleanliness, fire and COSHH. This will include your awareness of any specific hazards in your workplace
Participate in any necessary training and team meetings as required to complete job responsibilities to the Company and client's standards. 

Communicate well and demonstrate a pleasant, polite, efficient, caring and friendly service to customers and clients in all areas of service, which Sodexo provide


Report immediately any incidents of accident, fire, theft, loss, damage, or other irregularities and take such action as may be appropriate


Cover in other areas during periods of holidays and sickness when requested by Line Manager


Carry out other reasonable tasks as directed by Management




The Ideal Candidate




Previous experience in a senior secretarial role
Outgoing and friendly personality
Accuracy, Organisation & time keeping skill essential
Strong IT skills, competent with all Microsoft packages
Previous SAP experience preferred but not essential
Health and Safety Experience
Good interpersonal skills
Methodical approach and good eye for detail
Flexible and affable approach
Ability to work as an integral part of a team and on own initiative
To be flexible and responsive to changing daily priorities
Ability to meet deadlines and prioritise 



About The CompanyIn the UK and Ireland, Sodexo employs some 36,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the energy, corporate, healthcare, education, leisure, defence and justice sectors. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/or Disclosure Scotland (Scotland)

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.

At Sodexo we are committed to a leading role in promoting equality opportunities and valuing diversity and inclusion. We seek to create a work environment based on mutual respect for all individuals, building a culture that appreciates and values the experiences and skills brought by each person to benefit our organisation and work hard to ensure that all people, whatever their race, colour, sex, gender identity  disability, nationality, national or ethnic origin, religion or belief, marital/partnership or family status, sexual orientation, age, social class, educational background, employment status, working pattern, are welcome to and included within our organisation. 

Contact Details:
Sodexo
Tel: 01276 687 000
Contact: Kasia Piasecka
Email:

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