Administrative Assistant

West End, London, England
Competitive Salary
12 Oct 2016
09 Nov 2016
Vacancy Filler
Contract Type
Full Time

This is a varied and challenging role that requires the candidate to be solutions-focused, efficient, self-motivated and extremely organised.

This role will primarily be responsible for providing administrative support in recruitment for our client's independent contractors. This includes; scheduling interviews, conducting assessments, and managing the on-boarding documentation of independent contractors. The hire will work alongside other team members to ensure sufficient number of Independent contractors are recruited in each area and for each skill.

Whilst this is a key partnering role, you will possess a collaborative style with employees, self-motivate and support other team members, and have a responsive, flexible and adaptable approach; with the ability to maintain highest levels of professionalism and promote the core values of the organisation.

Include the following but other duties may be assigned:

Executive PA Support

  • Provide Executive PA Support for the Group Managing Director, to include scheduling of meetings, diary management, travel bookings, and event co-ordination, purchase orders and expenses, taking minutes, co-ordination of monthly reports.
  • Provide Project Management support for key executive projects and initiatives.
  • To communicate with Managers on the provision of regular Management Reports, to chase and correlate to ensure that these are correct and available to the Director in a timely manner
  • Co-ordinate the set-up, refreshments and distribute the communication re End of Month drinks.
  • Support to Quality Assurance Director

  • Searching of websites to identify suitable IC candidates, reviewing cvs, contacting suitable candidates to ask for details of experience and to arrange and conduct assessments both in office and remotely.
  • Arranging telephone/skype interviews.
  • To provide successful candidates with contract documentation for signature.
  • To be responsible for correct distribution of documentation: personal information to go to Finance and other documents to be stored using internal system, Relativity.
  • To liaise with Managers of Resourcing once recruitment administration completed and to pass IC over for training. Where necessary eg with recording technicians to assist in the arrangement of training sessions.
  • To be responsible for amending contracts and manage the on-boarding documentation of ICs, ensuring they are in line with changes in the law or in company requirements.
  • To conduct annual audit of IC contract documentation
  • To be responsible for setting up spreadsheets to record, monitor and manage recruitment process
  • To be responsible for arrangement of IC Summer and Christmas drinks, including researching appropriate venues, providing costings, distributing invitations.
  • Front of House Reception/General Office Administration

  • Answering and directing incoming switchboard calls professionally
  • Management of Petty Cash.
  • Management of all meeting room bookings
  • Management of VIP visits (include providing refreshments and housekeeping of boardrooms)
  • Management of Incoming calls
  • Manage and coordinate of End of Month Drinks.
  • Conduct other administrative duties to ensure the smooth running of a highly active business.
  • Essential Requirements and Qualifications:

    • Good educational background
    • 2-3 years administrative experience with experience in dealing with business executives at a senior level
    • Strong leadership flair and people management ability
    • Able to professionally manage workload and conflicting priorities
    • Good attentions to detail
    • Able to priorities workload
    • Ability to work with minimum supervision