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Team Leader/Administrator - int publishing company - Maternity cover!!! |
|---|
Administration - Office Manager |
in London City |
| Job Description
Key tasks: 1. Budgets, invoicing and expenses • Coding and authorising payment of departmental invoices on Sprinter. • Arranging payments to staff for extra work. • Liaison with Accounts regarding Sprinter and cost coding issues. • Ensuring section heads who commission freelancers are familiar with correct commissioning and invoicing procedures. • Ensuring staff are set up and trained on Sprinter where appropriate. • Monitoring departmental stationery and courier expenditure. • Assessing and agreeing expenses claims, including monthly returns from Munich and Paris. • Assisting the Editor in tracking departmental budgets and interpreting monthly Editorial Analysis sheets, and liaising with the accountant regarding any queries. 2. Office space • Managing use of space (including liaison with architects and builders). • Co-ordinating office moves and arranging purchase of furniture/IT equipment where necessary. 3. Departmental procedures • Ensuring that all staff are aware of telephone, voicemail and email rules. • Ensuring that all staff are aware of absence procedures (holidays and illness). • Tracking departmental absences (holidays and illness) on Excel. • Ensuring that staff are familiar with travel and expenses procedures and dealing with any queries. • Liaison with the archivist regarding archiving procedures; ensuring that all relevant staff are aware of correct procedures. 4. IT/telephones/furniture • Liaison with IT regarding editorial IT problems. • Liaison with IT regarding departmental IT purchases. • Liaison with IT regarding video conferencing equipment and issues. • Liaison with Reception regarding telephone issues. • Liaison with Central Services regarding departmental furniture issues and requirements. 5. Making arrangements for visitors • Making IT/desk/swipe card/accommodation arrangements for staff visiting from other offices • Managing the use of spare desks in Nature Editorial • Ensuring that the Editor’s PA is kept informed about all visitors to the London office. 6. Personnel, recruitment and new starters • Liaison with Personnel regarding departmental recruitment and arrangements for new starters. • Liaison with IT and Central Services regarding set-ups for new starters, including ergonomic assessments. • Working with line managers to organise and carry out induction of new staff. • Ensuring that the Editor’s PA is kept informed about all departmental recruitment and new starters, so that mastheads and personnel files are kept up-to-date. 7. Management of administrative staff • Recruitment and management of administrative staff for Nature Editorial London (including Nature Nature Cell Biology), that is: o Editorial Administration Supervisor (Editorial Assistants for Nature, Editorial Assistant for Nature Cell Biology, Administration Assistant (general admin and Correspondence/Commentary) o Front Half Administrator (Books & Arts, News, News & Views, Essays) o Librarian • Holding regular catch-ups with administrative staff and providing guidance on projects they are working on. • Carrying out regular reviews of administrative staff workload and procedures to maximise efficiency. • Representing needs and concerns of the administrative staff to management. 8. Overview of departmental administrative support, resources and requirements • Ensuring that all London Nature Editorial sections, Nature Materials, Nature Cell Biology and Nature Physics have adequate administrative support. • Working with Nature section heads/line managers to review their administrative requirements and putting forward cases for recruitment/resource allocation where appropriate. • Assisting line managers with producing ATRs. • Seeking authorisation for temps to cover workload when appropriate. • Ensuring that all paperwork for temporary staff is in order and that staff are paid from appropriate budgets. • Advising on administrative support and requirements for other Nature research journals to be launched in London. 9. Liaison with Nature/NPG staff regarding issues of common interest or concern • Identifying and calling to the attention of the Editor any issue that requires more than routine action. • Liaison with administration managers in other NPG departments and offices regarding issues of common interest. • Monthly catch-ups with the Washington Office Manager. 10. Dealing with general queries regarding Nature/NPG • Acting as Nature point of contact for random questions relating to legal issues. • Acting as Nature point of contact for all questions relating to Disaster Recovery. • Acting as Nature point of contact for all questions relating to Health and Safety. • Dealing with requests for information about Nature/NPG from directories. 11. Project management • Participation as required in projects relating to the operational running of the department. • Participation as required in projects relating to editorial administration. • Participation as required on Accounts projects such as Sprinter and purchase order systems. Skills Skills & experience: Professional and personal requirements: • Ability to prioritise own workload as well as the workloads of others • Ability to work with others in assessing their needs • Discretion, tact and diplomacy • Capacity to make thoughtful decisions and use initiative • Attention to detail • Good written communication skills, including accurate spelling and grammar • Professional and courteous telephone manner • A positive attitude in the workplace and a willingness to co-operate with colleagues Experience: • Past experience in a busy office • Microsoft office, internet and email experience essential • Staff management experience desirable Education: • Education to degree level or equivalent |
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