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Floating Secretary/Administration Assistant

Please Note: The application deadline for this job has now passed.

Job Introduction

To provide and maintain a high standard of administration and senior secretarial support to departments on site. Perform a variety of administrative and clerical tasks. Duties include providing support to managers and employees, assisting in daily office needs and managing our company’s general administrative activities. As a floating secretary you will be required to adapt quickly into various teams onsite with specific work requirements. The secretarial part of this role will require covering peak term holidays.

Role Responsibility

  • Distribution of mail, updating chrono and signature book log
  • Diary Management, sending out meeting requests and booking meeting rooms
  • Booking travel, accommodation and taxis as required
  • Pre-mob offshore worker accommodation bookings whilst covering certain departments
  • Creating expense reports
  • Onboarding new starts organising IT access, security clearance and general induction process
  • Offboarding leavers
  • Compiling departmental sections of the weekly report, chasing input issues
  • SAP – Raising requisitions, purchase orders etc
  • Input of documents into docuk
  • Collating and issuing presentations
  • Booking medicals and updating Vantage whilst covering certain departments
  • Monitoring staff movements and dealing with timesheet quires
  • Ordering stationary and maintaining stock
  • Ordering PPE for offshore visits
  • Ordering catering
  • Creation & Issus Delegation of Authority Memos
  • Support the corporate communications team with events/activities (eg Townhalls) as required
  • Provide support to the Human Resources department as and when required
  • Comply with all Sodexo Company policies/procedures and client site rules and regulations
  • Cover departmental admin roles during periods of holiday and sickness when requested by Line Manager
  • Comply with all Company and Client policies 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 workplace
  • Participate in any necessary training and team meetings as required to complete job responsibilities to the Company and client's standards. 
  • Communicate well and demonstrate a pleasant, polite, efficient, caring and friendly service to customers and clients in all areas of service, which Sodexo provide
  • Report immediately any incidents of accident, fire, theft, loss, damage, or other irregularities and take such action as may be appropriate
  • Cover in other areas during periods of holidays and sickness when requested by Line Manager
  • Carry out other reasonable tasks as directed by Management

The Ideal Candidate

  • Previous experience in a senior secretarial role
  • Outgoing and friendly personality
  • Accuracy, Organisation & time keeping skill essential
  • Strong IT skills, competent with all Microsoft packages
  • Previous SAP experience preferred but not essential
  • Health and Safety Experience
  • Good interpersonal skills
  • Methodical approach and good eye for detail
  • Flexible and affable approach
  • Ability to work as an integral part of a team and on own initiative
  • To be flexible and responsive to changing daily priorities
  • Ability to meet deadlines and prioritise 

About the Company

In the UK and Ireland, Sodexo employs some 36,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the energy, corporate, healthcare, education, leisure, defence and justice sectors. 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)

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.

At Sodexo we are committed to a leading role in promoting equality opportunities and valuing diversity and inclusion. We seek to create a work environment based on mutual respect for all individuals, building a culture that appreciates and values the experiences and skills brought by each person to benefit our organisation and work hard to ensure that all people, whatever their race, colour, sex, gender identity  disability, nationality, national or ethnic origin, religion or belief, marital/partnership or family status, sexual orientation, age, social class, educational background, employment status, working pattern, are welcome to and included within our organisation. 

Salary Competitive
Frequency Annual
Job Reference SDX/TP/734674/56039
Contract Type Permanent – Full Time
Closing Date 31 March, 2020
Job Category Administrative
Business Unit UK Energy & Resources
Location Westhill, Scotland
Posted on 14 February, 2020

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