Role Profile /
Roletitle: Office Manager and PA to the MD
Role Purpose: Typically this post holder would be responsible for the ensuring a clear and frequent flow of communication within the Office at Centenary Court and Burnham Gate relating to policies and procedures, receiving and directing calls to the appropriate person, ordering of office supplies, personal assistant to the MD and general administration duties.

Role Description

Key Duties and Responsibilities /

Typical Performance Measures

Communication
  • Ensure all office policies and procedures are followed
  • Telephone/receptionist for the company
  • Organise inductions, equipment orders placed with IT/Business Support for all new starters
  • Staff Panel representative
/
  • Compliance of all office staff and functions
  • Answer calls in a timely manor
  • Arrival of equipment prior to start date
  • Staff are kept updated

Logistics
  • Prepare and issue meeting minutes as required
  • Follow up on outstanding actions from minutes
  • Stationery, PPE, online credit card orders
  • Ad hock duties
/
  • Timely and accurate production of minutes
  • All minutes actioned by next meeting
  • Ensure working practices are being followed
  • Support all staff in any ad hock duties

Administration
  • Working with and supporting the MD
  • Update filing system, paper and electronic
  • Archiving
  • Fleet management
  • Inputting operative timesheets data
/
  • Efficiency of appointment system
  • Accuracy of filing
  • Destruction dates adhered to
  • Insurance, trackers, fuel cards, maintenance of vehicles are in date and logging claims
  • Accurately inputting hours/deductions to submit to payroll

Professionalism
  • To work effectively across the Company and liaise with other departments as necessary.
  • To represent the Company positively to outside visitors.
/
  • The development of suggestions through their role for improvement.
  • Positive feedback from other staff and outside visitors.

Other
  • Ring Stones is an Equal Opportunities employer. It is your responsibility to support the company vision and continue to ensure that the principles of equal opportunities and diversity in the workplace are upheld, to treat colleagues and stakeholders with dignity and respect, to have due regard to equal opportunities in the work you do and decisions you make and to promote diversity in the workplace.
  • You must comply with all policies and procedures identified in the Company Handbook and the staff intranet. Failure to comply will be treated as a disciplinary matter which may result in your dismissal.

Person Specification
Key Skills / Job Specific Competencies / Behavioral Styles
Knowledge
  • Knowledge of MS Office.
  • Knowledge of working in an administration role.
  • Some commercial awareness.
Skills
  • Time management.
  • Ability to communicate effectively at all levels.
  • Ability to work both on own initiative and as part of a team under pressure and to tight deadlines.
  • Excellent written communication.
  • Multitasking.
  • Self motivated and proactive.
/ Experience (Essential)
  • Experience of office management.
  • Personal Assistant experience.
  • Attending and taking minutes at meetings.
  • Experience of working in a customer focused environment dealing with a diverse range of customers.
  • Excellent communication and telephone manner.
  • Working knowledge of Microsoft Office packages.
  • High level of organisational skills.
  • Multitasking.
  • Maintaining confidentiality.
  • Excellent IT and administration skills.
/ Passionate About Customers
Ring Stones is committed to providing excellent customer service.
  • Acts and makes decisions with the customer in mind.
  • Follows through on promises.
  • Takes the time to listen carefully to customers’ needs and wants.
Rising to the Challenge
Ring Stones is an ambitious organisation, determined to deliver desired results, achieve targets and meet deadlines.
  • Has a can-do approach.
  • Is accountable for actions.
  • Is proactive and creative in solving problems and issues.
Working Together
At Ring Stones we expect our staff to act with integrity at all times and work together to move the company forward.
  • Is an effective and positive team member.
  • Supports colleagues by sharing information and expertise.
  • Takes responsibility for own and others Health and Safety.
  • Represents Ring Stones in a positive light.
Maximising Potential
At Ring Stones we strive for continuous improvement. This means demonstrating a willingness to try new things and put things right.
Experience (Desirable)
  • Completing timesheet/payroll information
  • Experience of problem solving.
  • Reporting of claims
  • Knowledge of Health & Safety legislation and policies.
  • Fleet management

Qualifications (Essential)
  • Maths and English GCSEs grades A – C or equivalent
  • NVQ Level 2 in Administrative Support.

Qualifications (Desirable)
  • Other specific Business Administration qualifications.
  • Short hand.

Document Author: Head of HRAuthorised by: Head of HRPage 1 of 4 Last revision: July 2012 Authorised by: Head of HR