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Operations Assistant

  • Location

    Norwich, Norfolk

  • Sector:

    Oil and Gas

  • Job type:

    Contract

  • Salary:

    £8.21 - £9.20 per hour

  • Contact:

    Michaela Folkes

  • Contact email:

    leiston@morson.com

  • Job ref:

    151162MFO_1538751083

  • Published:

    2 months ago

  • Duration:

    6 months

  • Expiry date:

    2018-10-26

  • Start date:

    ASAP

  • Client:

    #

We are delighted to be given the opportunity to resource a General Operations Assistant for a well known and respected Organisation.

Role Profile
Your role will be to assist the General Manager in undertaking general office administration tasks, assisting with governance tasks, company financial tasks, company HR tasks of a non-sensitive but confidential nature (e.g. drafting letters, filing, managing expenses, credit cards, sending HR related letters, raising purchase orders and managing invoices), placing orders and ensuring the office runs smoothly.

This role will consist of, but will not be restricted to the following:
Answering telephone calls, directing them to the executive team and taking messages when the team members are not available.
Assist with the implementation of the Governance including pensions, human resources, health & safety, contracts, policies and procedures within the company in association with the Programme Manager and General Manager.
Assist with the production of internal and external documents, meeting agendas, briefing papers, letters, reports and presentations as and when required.
Management, financial reporting and filing / archiving of expenses, credit cards, invoices, purchase orders and banking under the direction of the accountant, or to assist the Accounts function if required.
Managing stationery, office supply stocks and orders, IT, insurance, registrations, policies and phone contracts under the direction of the General Manager.
To assist in the production of the Board reports, and other reports, in collaboration with the Executive team to ensure their delivery in a timely and professional manner.
To assist with arranging meetings, production of related documentation, venue booking, and arrangement of lunch/refreshments, and minute taking.
To assist with the maintenance of the CRM system and general contact information maintenance.
To assist the General Manager in maintaining Data Protection and other legal compliances.
To manage incoming correspondence for the team.
To provide the Executive Team with administration and organisational support where required.
Assist the General Manager with the general maintenance and management of the office, obtaining quotes from contractors and managing contractor access where required.
Assist with the drafting and distribution of general HR communications for the Group.
Assist with the provision of general HR documents to new and existing employees.
Assist with other HR matters of a non-sensitive nature as directed by the Company Secretary, whilst mindful that all HR activity must be treated in confidence.
Assist with the implementation and communication of health & safety directives within the company in association with the General Manager.
Assist with compliance with their Environmental Policy.
Conduct weekly fire alarm tests.
Inform the team of any Health, Safety and Environmental issues arising.
Maintain the accident book, first aid kit and ensure maintenance of fire appliances, fire alarm, intruder alarm and other safety applications.
Management, financial reporting and filing / archiving of expenses, credit cards, invoices, purchase orders and banking under the direction of the accountant, or to assist the Accounts function if required.
Raise purchase orders for the Executive Team in accordance with procedure.
Work with the Accounts function to manage the internal office spend, ensuring cost effectiveness wherever possible.
To manage incoming invoices, ensuring that the accounts function receive them, and they are filed in accordance with procedure.

Candidate Specification
Ability to be discrete and maintain confidence in relation to sensitive and/or personal information.
Good interpersonal skills and able to promote the organisation at all events and opportunities.
Ability to work well as part of a team
Well organised with a good attention to detail
Numerate with good analytical skills, especially with
regards data trends, statistics and reporting
Competent writer of business letters and other
correspondence, taking and writing minutes and email
correspondence
IT literate with a high level of competency in standard
software packages (MS Word, Excel and PowerPoint)
Able and willing to visit member or stakeholder offices,
make site visits, and make occasional overnight stays
for business
Logical, methodical approach to tasks
Understanding of the energy industry
Adept at using CRM systems and other databases
Adept at using SAGE and/or other financial
management systems
Project Management skills
Initiative and exceptional attention to detail
Experience of conferences, events and exhibitions
Proven ability to provide proactive customer service
and experience of engaging with members or
customers.

For more information please contact Michaela on 01728 832862.
Alternatively please email your up to date CV