Administrative Assistant

Responsibilities

1. To provide a physical staff presence as part of a small team within the Visitor Centre to support its operation as a venue for private hire , public drop in, education and family activity.

2. All aspects of Reception duties including receiving deliveries, dealing with visitors and contractors, and receiving and distribution of mail.

3. Routine office administration tasks including invoicing, filing and servicing the meeting rooms.

4. Sourcing goods/materials for purchase. All aspects of procuring goods and services via the SAP system in conjunction with Procurement Procedure Rules to ensure compliant spend. Building positive working relationships with specialist teams.

5. Assisting with the reconciliation and banking via the CapitaPay.Net system.

6. To communicate with internal and external customers and other interested parties by telephone, in writing/email and in person.

7. To assist with any requests in relation to income recovery promptly.

8. Processing room hire applications and coordinating diaries to avoid clashes. Offering alternative solutions to customers where possible and providing excellent customer service.

9. To provide administrative support in the organisation of meetings, record keeping and distribution as required.

10. Supporting consultation with park users to obtain customer satisfaction data and help shape future developments.

11. Working as part of a team and supporting other colleagues working in and around the Visitor Centre to ensure they are informed, engaged and coordinated with planned activities. Liaison with colleagues in wider teams to ensure good timely information flow.

Skills & Attributes

Effective communication at all levels both written and oral.

Excellent customer service skills

Ability to handle information of a confidential nature.

Demonstrates a commitment to Equal Opportunities

The ability to respond to a challenging working environment at times of change.

The ability to work on own initiative and to work to deadlines.

Friendly and approachable

Ability to work flexibly as part of a small team

Experience

Essential

Experience of the use of Microsoft Office.

Previous experience of dealing with customer enquiries face to face or by telephone and via email.

Previous experience of handling and reconciling income

Previous experience of organising meetings and providing meeting support

Desirable

Experience of using SAP in the procurement of a range of goods and services, goods receipting and dealing with supplier queries.

Experience of using SAP to raise external bills, vendor set up and assist suppliers and internal customers with their enquiries.

Can demonstrate a working knowledge of the Procurement Procedure Rules.

Previous experience of taking bookings/ using bookings software

Experience of using SharePoint

Previous experience of using a secure online processing payment system.

Working Hours:

8am to 4pm (37 Hours)

Mon to Fri