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Corporate Managment Administrator |
|---|
Administration - Office Manager |
in London Docklands |
| BASED IN CANARY WHARF - FINANCIAL SECTOR *
Before making an application. Our client will only consider CV's of candidates who have applicable experience within 'Corporate' London organisations. Providing a pro-active and professional service to ensure operational efficiency across the business environment. Identifying inefficiencies in current processes and procedures and managing and implementing change as required to ensure best practice and the smooth effective running of the business. Management of support staff, recruitment, allocation, appraisals, goal setting and utilisation. Executive Assistant to the COO and the management group. Linking into the central operational requirements/requests to ensure information is collated and disseminated as appropriate. The job involves a high level of initiative and a proactive approach in order to manage, co-ordinate and prioritise the needs of the department management group and to respond to these needs appropriately, and will require liaison with staff at all levels both internal and external. Management of Departmental Staff (40%) Monitor Staff and Partner secretary utilisation Monitor temp usage and look at redistribution of work throughout the department rather than add headcount Manage workloads and ensure that the level of secretarial cover is appropriate and reallocating secretaries to client service staff. Reviewing the workloads of Staff to ensure they are appropriately balanced, identifying efficiencies which can be gained and implementing plans in order to achieve these efficiencies. Manage staff rotas, holiday & sickness and ensure appropriate cover at all times Managing training for Staff (both technical and personal development) Pro-active approach regards identifying administrative needs within the department and responding to these needs appropriately Conducting the Staff appraisals: setting goals, conducting appraisal meetings and monitoring on-going progress. Write job descriptions and vacancy adverts and conduct 2nd stage interviews for staff vacancies Conduct induction process for staff new joiners and act as or allocate appropriate mentor Managing training for Staff (both technical and personal development) Pro-active approach regards identifying administrative needs within the department and responding to these needs appropriately Deal with possible Staff issues, e.g. performance issues, disciplinary procedures, morale problems Conduct briefings and monthly/quarterly Staff meetings where necessary Meet with and share information with peers and the Operations team on a regular basis Working with the Operations team on the Staff evening, coming up with ideas on how to promote our business to other Staff Executive Assistant (20%) Assist with the yearly appraisal and moderation process for department as and when required. Follow upon the non-completion of Dialogue Assist COO with Business Continuity Plan for Department (20%) Management of the Department Administrator who is responsible for: Ensuring the department induction and "on-boarding programme runs smoothly, updating induction material as and when required. Responsible for booking temporary secretarial and administration staff Support staff holidays are recorded centrally and adequate cover is arranged Training requirements for the department Health and Wellbeing for the department Ad-hoc projects Operational support to the group: (15%) Coordinate fortnightly meetings and manage the agenda of action items: allocating actions and tracking progress against them. Assisting the with departmental responsibilities and ad-hoc projects and requests as required. Liaising with Central Operations and HR on issues including: - Staff issues & merit rating moderation - HR issues - Department moves - Christmas party organisation The Person Essential Knowledge and & Skills Excellent organisational and communication skills interviewing skills W4W, Excel some basic Employee Relations (HR) understanding, e.g. maternity, sickness, unpaid leave etc understanding of the operation of assurance departments including an understanding of the responsibilities of the management group ability to manage staff and delegate effectively assume a high profile in the departmental manager group, reporting directly to the Department Senior Manager Person Specification ability to prioritise strong ability to multi-task, work well under pressure, and meet deadlines/report to many different people proactivity flexibility develop & maintain good internal and external clients relationships |
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