We are a rapidly growing business and are looking for people to help us continue our journey.

Required Qualifications and Experience

• Specific experience and success in an 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

Main Duties

The main duties associated with this role are:

• 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.