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Job Reference BST4502
Location Bridgend
Salary / Hourly Rate Salary - £14,350 per annum
Sector Reception
Job Type Permanent
Details Full Time
Date Posted 16 Jun 2017

Job Description

Receptionist/HR Administrator
Salary - £14,350 per annum
Permanent / Part Time

Confidential Exec administration
• Diary administration/PA to CEO and Exec members - make meeting arrangements, conference bookings, travel arrangements, catering, local hotels, taxis etc. Using ‘Doodle’ for meetings setup.
• Set up Board and other related meetings. Liaise with Board members regarding meeting details and availability. Collate and distribute confidential board papers and make arrangements for board meetings.
• Type and/or distribute letters to Board and Shareholders.
• Booking facilities for Board/Shareholder meetings held away from the office and liaise with venue re catering, accommodation, and equipment.
• Re-formatting/typing of company documents as required.
• Ensure all contracts and CDAs (Confidentiality Agreements) are logged, and filed electronically and hardcopy.
Confidential HR administration
• Maintain and update HR files as directed.
• Ensure office arrangements and HR files are in place for new starters.
• Prepare new starter pack, DSE (Display Screen Equipment) form and H&S Manual in advance for induction purposes.
• Log all staff annual leave.
• Log all staff sickness and return to work interviews
• Ensure circulation of staff letters for HR information- eg salary rise and bonus notifications with the appropriate level of confidentiality and accuracy required.
• Distribute pay slips by hand or post.
• Collate DSE forms, report any issues to HR Manager, order equipment as necessary, scan and upload forms on HR system.
• Responsible for typing, collating and distributing H&S Manual to staff then collecting signed documents for scanning and uploading onto HR system.
• Keep Simplify up to date as necessary uploading any new staff documents as required.
• Front of house for all visitors, contractors and deliveries ensuring that all visitors are issued with a badge.
• Answer incoming calls and direct as appropriate or take messages.
• Receive and sign for incoming goods and alert Materials Manager.
• Ensure continuity of cover for the reception desk and phones during office open hours and carrying the wireless ‘wanderphone’ as appropriate.
• Ensure WiFi code is updated and copies available for visitors.
• Order taxis for staff & visitors.
Office administration
• Print out and display meeting room calendars every afternoon.
• Manage incoming and outgoing post.
• Order all office stationery and toners for the client, and maintain the stationery store.
• Liaising with Photocopy provider re servicing, fault reporting and toner requirements.
• Oversee and order kitchen supplies and milk delivery.
• Assist staff with any travel requests including airport transfers.
• Manage calendar updates for multi staff meetings.
• Manage key cabinet and ensure all keys are correctly signed in and out and replenish signing in sheets as necessary.
• Manage staff lockers, hold spare keys and log users.
• Daily ordering of staff lunches.
• Order fruit twice weekly.
• Organise Wednesday social lunch for staff.
• Responsible for updating telephone list, signing in boards and post pigeonholes.
• Supply and maintenance of office machines – binder, laminator, cutter.
• Make notices and send information emails to staff (as requested by staff).
• Liaising with external contacts re training/meetings, transport etc