Professional Services Assistant
- 09 Oct 2019
PROFESSIONAL SERVICES ASSISTANT – PERMANENT – COVENTRY – PART TIME – 30 HOURS A WEEK - 8:30am – 2:30pm – MONDAY TO FRIDAY - £16,500 - £18,000
Working for a highly prestigious education organisation based in Coventry you will work to support the security team with all administrative tasks and duties. This is a great opportunity with lots of progression and fantastic benefits offered.
Keeping staff personnel files on shared drive up to date. Collating overtime records and submitting the overtime spreadsheet to the Payroll department in a timely manner. Producing a quarterly overtime Journal for budgeting of the Security department. Supporting the hiring of new staff by sending requests for references. Liaise with Human Resources and Payroll on a regular basis to ensure all records are up to date.
Managing the External Speakers resource by sifting the submissions. Researching the speakers and compiling a comprehensive spreadsheet of all speakers. Escalating the higher risk events to the appropriate people. Managing the Outdoor events resource by directing submissions to appropriate departments and liaising with the security, estates and events teams to assist in organising events alongside the Assistant Operations Manager.
Working closely with the Finance department when supporting the Security team by raising purchase orders on Opera and goods receipting received invoices on SAP. Collating departmental charge card receipts and filing. Submitting purchasing card orders for the Head of Security.
Arranging meetings when requested, including ordering food, drink and necessary audio/visual or presentation equipment, and taking minutes during meetings that require them. Completing and sending out minutes to all relevant parties.
Liaising with the car parking team to support them with calculating statements received from Car Parking Partnership reporting forms, arranging refunds of parking permits when necessary and ordering signage and equipment through raising purchase orders.
Arranging hotel, travel and training session bookings for Security team members.
Maintain department’s stock levels for stationary and handouts for open day & information by evaluating remaining levels and ordering items before the department runs out.
You will have previously gained office coordination experience, be highly organised, used to working in a busy and reactive environment and have the ability to multi-task and change working priorities quickly whilst maintaining high levels of professionalism.
To apply for this role please attach your CV. Due to the high level of applications we anticipate for this positon if you do not hear from us within 7 days please assume your applications has been unsuccessful at this time.