Unit Admin Assistant

Job Introduction

We are looking to recruit a Unit Admin Assistant to be responsible for the efficient running of administration, cash processing and training within a busy retail unit including a fully licensed Costa/Subway and moment’to restaurant. Providing support to the general manager and unit managers in their roles.  To be responsible for collation of reporting and to liaise with supervisors and managers to ensure training/ audit compliance is green.

Role Responsibility

• Provide admin support as required across the Costa/Subway and moment’to
• Incoming / Outgoing post completed on time
• Collating of documents relating to cash/stock/trading and health & safety
• Assist other team members in day to day operational tasks where required
• Logging of information onto spreadsheets
• Ordering/distribution of office stationary
• Filing and maintenance of compliance paperwork
• Inputting of staff payroll onto UDC (Payroll system) and stocktaking
• Processing of invoices and following through queries
• Maintain staff personnel files to company requirements
• Record and maintain monthly monitoring information
• Any other reasonable request stipulated by the general manager
• Carrying out training that is mandatory or otherwise
• Assist with ordering process to support individual units where required

The Ideal Candidate

Essential

• Attention to detail
• Ability to prioritise and manage own workload
• Commercial awareness
• Organisation
• Competent user of Microsoft Office

Desirable

• IOSH Managing Safely qualification
• Food Safety Level 3 qualification
• Previous administration and cash management experience

Package Description

Job Purpose

     Assisting Accounts manager in the preparation, production and reporting of the unit’s month end accounts

     Maintaining all financial control procedures relevant to the site.

     Purchasing for facilities services

     Managing catering accounts and administration

     Payroll

Accountabilities or “what you have to do”

     All aspects of purchasing for Facilities

     Catering administration and finance function

     Payroll

     Provide cover  for Biology and Chemistry procurement

     Processing invoices and resolving issues

     Vendor management, successful ongoing supplier/customer relationships

     Timely and cost effective material and sub-contract transactions

     Maintain full auditable paperwork trails with, for example but not limited to, invoices, material orders and timesheets

     Ensure accurate completion of invoicing and final billing to client

     Ensure completion of the various unit sales summaries, weekly reporting deadlines and trading returns, in a timely manner

     Take control of all unit pre-payments and monthly accruals

     Control of unit debt, in line with company procedure and credit control policy

     Production of weekly debt report

     Ensure all sales and unit expenditure is captured into correct trading month.

     Providing finance reports as and when requested

     General administrative  duties

     Undertake ad-hoc duties as directed by the Management

     Seek ongoing improvements within the area of responsibility, and identify any associated training needs;

     Maintain a flexible and teamwork approach and perform any other duties that may be required.

Catering

     Ensure that the Company’s accountancy documentation and administration procedures are carried out to the Sodexo Way Compliance Standards and that the necessary weekly & monthly returns are completed accurately and transmitted at the appointed time or despatched manually.

     Ensure that all costs and expenditure are within the budgeted levels agreed between the Client and Sodexo.  Work with line manager to control all costs such as labour, expenses, cash purchases as agreed with your line manager.

     Complete all weekly and monthly Catering finance through E profit to an acceptable level and as per scheduled dates for the financial year.

     Ensure tariff prices are correct, that all catering services are costed and charged according to the terms of the contract.

     To complete all Catering financial administration, as specified by the catering manager.

     Ensure all monies on site are kept to a minimum and retained in safe.

     Assist in the day to day operation of the restaurant if cover needed due to absence and holidays

Health & Safety

     Wear any items of personal protective equipment, as specified by the manager

     Comply with all client policies / procedures in relation to catering / Fire safety/ Health & safety/ Food hygiene.

     Comply with all Company & Client policies, site rules and statutory regulations relating to Health & Safety, safe working practices, hygiene, cleanliness, fire and COSHH. This will include your awareness of any specific hazards in your work place and training of staff.

     Ensure that all equipment used, is in safe working order, checked regularly and serviced.  Report any faults to management/client, ensure they are rectified and ensure equipment is not used until safe.

     Ensure that all equipment, monies and the overall establishment, is safe and secure at all times.

Key Performance Indicators (KPIs) or “What it will look like when you are doing the job well”

     Vendor invoices processed accurately and on time

     Purchasing requests processed accurately and on time

     Closing out purchase orders over 3 months old

     All monthly reporting delivered on time and accurate

     All unit administration functions are up to date, supporting business managers in their day to day activities

     Following all financial procedures in line with company standard

About the Company

Sodexo and our clients are committed to safeguarding and promoting the welfare of children, young persons and vulnerable adults. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland (Scotland).

In the UK and Ireland, Sodexo employs some 42,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.