Job Description
Role: Office & HR Administrator/PA
Reporting to: Managing Director
Hours: Full Time – 37.5 hours a week
Salary: £20,000 – 28,000 (depending on experience)
Location Swansea SA1, Wales (hybrid working will be considered)
Benefits 25 days holiday, per annum (pro rata for part time), plus birthday off and bank holidays. After 2 years of uninterrupted service, you will receive 1 extra day of holiday per year, up to a maximum of 30 days leave.
Additional Benefits - Private Healthcare
- Free Parking
Who are Green Hat Consulting?
We are a group of experienced industry experts with a real passion for improving the construction industry. We are innovators and influencers within the construction industry, whose aim is to help our clients deliver sustainable, high quality, safe and profitable projects every time.
We pride ourselves on the exacting standards and quality of our work, which is why our clients rate us so highly. Over the last few years, we have added some of the sector’s best talent to our team, increasing the company’s ability to deal with the wide and varied challenges faced by our clients.
This approach is proving popular, and the company has more than doubled in size in the last 18 months necessitating a move to new larger offices in the Swansea area. With exciting and ambitious growth plans for the next 5 years, we now need the right people to join our growing team.
Our Purpose
“We believe in protecting people, business and society through education, influence and
inspiration.”
Purpose of the role
To support the Managing Director with a busy schedule to ensure he can undertake his role, attend meetings and manage the business demands, by providing a professional and efficient PA support to enable the Managing Director to fulfil his role and minimise the burden of daily emails and demands on his time.
Your role will also provide general administrative support to the Operations Manager, with a focus on supporting them in tasks required to keep the office and our systems operating smoothly.
The role will take on HR administration responsibilities for the business. This will mean close liaison with our HR consultants. This will also involve dealing with recruitment and updating HR policies and documentation.
This is a very varied and fast paced role. With an equal split of time for both aspects of the role. Therefore we are looking for a person who wants to be part of a small but growing and exciting consultancy firm.
We believe that what has made Green Hat Consulting Ltd so successful to date, is that we invest a lot of time in bringing on board the best candidates to join our team, who embrace our culture and values, and in turn we continuous support their growth and development.
Key Responsibilities
PA responsibilities:
- Monitor of Directors emails and phone messages daily to ensure that any urgent queries are dealt with promptly.
- Manage the MD’s diary, booking meetings, follow up on emails to confirm meeting dates follow up on client emails requiring responses.
- Create agendas or collate meeting papers for internal meetings and client meetings.
- Complete monthly expenses on Excel Spreadsheet.
- Complete monthly mileage Excel spreadsheet.
- Minute internal meetings as required.
- Manage the visitor parking.
- Assist in creating company PowerPoint slides and presentation packs.
- Research venues for events & external meetings as required
- Support Corporate Social Responsibility activities.
- Obtain and chase for receipts to assist finance team in monthly reconciliation.
Office & HR admin responsibiltlies:
- First point of contact for main office phone line.
- All HR administration duties for the business.
- Maintaining all HR documentation.
- Monitor Enquiries@ and HR@ mailbox.
- Ensure all staff equipment issued records are up to date.
- Provide inductions for all new staff.
- Maintain the GHC & Staff Memberships and training records and assist with renewals.
- Dealing with all incoming post.
- Assist Ops Manager in managing supplier and partner contracts regarding expiry/renewal.
- Update the GHC Asset Register
- Provide general admin support to the operations manager
- Support the operations manager in maintaining companywide systems
- Assist with ordering office supplies e.g. printer consumables,, PPE, branded clothing
Personal Qualities
- The ability to build sound working relationships both internally with your colleagues and with our clients
- Strong communication skills, ability to influence across all levels of an organisation, with a consultative & friendly approach.
- Excellent grasp of language, tone of voice and grammar.
- Strong time management and multi tasking skills.
- An ability to work independently, using your own initiative
- Calm under pressure and with tight deadlines.
- Confident, professional and polite manner on the phone.
- Professional, approachable and flexible
- Strong problem solving skills, as will need to problem solve and prioritise urgent and non urgent work to support the MD
- Can work well with minimal direction.
- Ability to maintain high levels of confidentially.
- Embraces variety and has a can do attitude and happy to respond to changes.
- Self-motivated.
- Able to prioritise work load.
- Demonstrates energy and a positive can do attitude
- Be able to follow processes and procedures clearly
- Attention to detail, able to produce high quality of work consistently
Professional Skills/Experience Required:
- Good knowledge of all MS 365, with specific focus on Outlook, Word, Excel, PowerPoint and MSTeams.
- Strong administrative and written English skills.
- Background and experience in a HR admin or assistant role.
- Excellent attention to detail with a desire to continuously produce a high standard of work
- The ability to proof read and sense check your own work, with strong spelling and grammar.
- Exceptional relationship building skills as will be dealing with clients by email and phone.
- Knowledge of or an interest in working in the Construction Industry and or consultancy firm.
Education / Qualifications / Experience
We will consider those with a minimum of:
- College level qualification or above in an area relevant for this role.
- Training in areas relevant to the role.
- Other qualifications in administration, HR, office skills such as NVQs in business admin or management.
Job Types: Full-time, Permanent
Salary: £20,000.00-£28,000.00 per year
Benefits:
- Discounted or free food
- Free parking
- Paid volunteer time
- Private medical insurance
- Sick pay
Schedule:
- Monday to Friday
- No weekends
Ability to commute/relocate:
- Swansea: reliably commute or plan to relocate before starting work (required)
Experience:
- Human resources: 2 years (required)
Licence/Certification:
Work Location: Hybrid remote in Swansea
Application deadline: 01/08/2023
Reference ID: OfficeHRGHC
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