Administrative Assistant

This is a full or part time role. Depending on experience. Flexible working.

The key activities and responsibilities of the role are:

• General Office Management - Responsible for the smooth day-to-day running of the Westbury office, as well as providing support when required to the Warminster sites (JAMES, CATT and BC2T). Ensure print rooms, bathrooms and kitchen are appropriately stocked and maintained.
• Visitors - Book in visitors, in line with security requirements. Ensure appropriate equipment and facilities are working and ready for use. Greet visitors at Reception, and escort to appropriate meeting room/office. Order/provide refreshments as required.
• Book Meetings/Events - The setting up of meetings, varying from individual/departmental meetings to large conferences.
• Conference Room Supervision - Perform conference room maintenance and daily checks. Ensure rooms are clean & tidy before and after meetings, and that all equipment is in full working order.
• Telephone Cover - Main POC for Westbury telephone cover and switchboard. Provide professional service, including answering managers' calls when required.
• Online Diary Management - Extensive knowledge and experience required of MS Outlook®.
• ESH - Working with UK RMS ESH team and Facilities manager to ensure requirements are met, especially relating to COVID-19 procedures - relevant notifications, posters, desk spacing, PPE availability, etc.
• New Starter Assistance - Follow processes for assisting new starters, i.e., Introductions, Tours, Security, Health & Safety, Training and IT.
• Book Travel / Accommodation / Hire Cars - Through company-approved travel arrangers, make arrangements for managers and, time permitting, department personnel. Produce itineraries for periods of travel and complete expense claims.
• Expenses - Process Expenses for L5/L6 for Programme/Function and Senior Managers.
• Stationery Supplies - Ensure RMS TLS sites/programmes are supplied with adequate stationery.

Filing - File documentation appropriately, whether electronic or hard copy.

• General Support - Assist functional team members, as required and appropriate.
• Policies & Procedures - Comply with all company policies and procedures.
• Document Review - Review documents for appropriate grammatical usage; answer questions relating to office operation and established policies and procedures.

Take meeting minutes if/when required.

• Track department personnel changes for submission to organisation charts.
• Prepare presentations for meetings using MS PowerPoint®, Excel® and Word®, often at short notice. Attendance at meetings may also be required.

Other duties, subject to requirement: Purchase Orders, electronic document control and purchase approvals.