Office Assistant/Admin - Wales & Energy Division

We are wishing to recruit an office assistant/administrator for our Wales & Energy Division in Bridgend. This position is to provide maternity cover for up to 12 months.

JOB PURPOSE:

To take overall responsibility for general office administration within our Bridgend divisional office, including photocopying, document management and post duties.

AREAS OF RESPONSIBILITY

Reception

• Answer general telephone enquiries in a professional and courteous manner.
• Direct telephone enquiries to the appropriate staff members.
• Reply to general information requests with accurate information.
• Greet visitors in a professional friendly manner.
• Develop and maintain office filing systems.
• Purchase, receive and store office supplies ensuring basics are retained in stock.
• Schedule appointments and travel arrangements.
• Organise refreshments as requested by senior management.

Office Administration

• Copying and printing as required for the estimating, marketing and commercial departments and sites.
• Maintaining the office management plan.
• Overseeing the fire and health and safety arrangements in the office.
• Producing accurate financial returns for credit card arrangements.
• Preparing folders for prequalification/tender submissions ie, creating dividers, printing contents, inserting into folders.
• Organising and storing paperwork, documents and computer-based information.
• Support for basic correspondence including typing for senior management and the Marketing Department.
• Archiving of past tenders both manually and digitally.
• Liaising with colleagues in other regions, on site and with external contacts.
• Scheduling appointments and travel arrangements.
• Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel,to produce documents and maintain presentations, records, spreadsheets and databases.
• Minute taking for internal and external customer meetings.
• Providing support to the Marketing Department for events and conferences.

Personal Characteristics

• Communicate effectively: Ability to speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Work cooperatively and effectively within a team to set goals, resolve problems, and make decisions that enhance organisational effectiveness.
• Behave ethically: Understand ethical behaviour and business practices and ensure own behaviour and that of others are consistent with these standards and align with the values of our organisation.
• Professional manner.
• An ability to prioritise tasks and work on own initiative.
• Flexible and able to adapt quickly to different situations.
• Effective time management skills.
• A full driving license would be an advantage but is not essential.
• Welsh speaking is desirable but not essential.

Education

• GCSEs including Maths and English at grade C minimum.

Hours

• 8.30am – 5pm Monday to Friday.

OUR GUIDING PRINCIPLES & BEHAVIOURAL COMPETENCES

Please click here to read more about our guiding principles and the behavioural competencies associated with this role.

Knights Brown actively promotes inclusiveness across the workplace, creating an environment where each individual has the equal opportunity to achieve his or her full potential and where employees feel respected. A diverse and skilled workforce is essential to our success.