Quality department assistant

Up to £10,000
12 Jan 2021
11 Feb 2021
Contract Type
Part Time
Our client is looking for an Assistant for the quality department who will manage the effective and efficient provision of professional support services to teams in the quality Department as well as providing ad hoc support to the Quality management team. He or she is expected to act primarily on their own initiative ensuring the smooth operation of the office and effectively managing senior stakeholder requirements. The role may require additional administrative responsibilities.

Framework & Boundaries

The role holder requires exceptional organisational and administration skills to effectively support the team. Specifically:
  • Confidentiality when dealing with sensitive information
  • Compliance with health, safety, environment and other statutory requirements relevant to this role
  • Ability to work independently and be proactive
  • Ability to communicate effectively with various levels of the organisation as well as with external stakeholders
  • Ability to deal with difficult enquiries, but knowing when to ask for help
  • Identify areas where processes and arrangements relevant to the post can be improved and also to be involved in delivering agreed improvement activities

Principal Accountabilities
  • To be responsible for diary and itinerary management and preparation of meeting packs
  • To be responsible for the creation and maintenance of email and outlook distribution lists for the Quality Department teams
  • Supporting the recruitment and on-boarding of new resources
  • To liaise closely with counterparts in other office locations to support effective interaction and collaboration
  • To be responsible for the management, organisation and filing of electronic and physical documents and records as appropriate - experience of use of a document management tool would be an advantage
  • Record and produce minutes for key business meetings as necessary
  • Maintain data/records so that information is readily available and easily accessible
  • Provide office services such as reprographics, binding etc.
  • Arrange meetings and co-ordinate the booking of rooms, arrange travel, accommodation, hire vehicles and hospitality as required
  • Keep in touch with the team members when they are out of the office and report issues/ take actions for response as appropriate
  • Respond to phone/email enquiries to/ from wide range of external parties
  • Prepare letters, documents, ensure reports are well presented

Knowledge, Skills, Qualifications & Experience
  • Good organisational skills (flexible/organised/methodical)
  • Ability to work independently and be proactive
  • Excellent communication/interpersonal skills notably with various levels of the organisation and externally
  • The ability to work as an integral part of a team contributing to team success, communications and a positive working environment
  • Prioritises tasks by importance and deadline. Discerns what is important from what is just urgent. Adjusts priorities as situations change
  • Strong written, verbal and interpersonal skills
  • Computer literate
  • Proficient with MS Word
  • Proficient with MS Excel - creating and maintaining spreadsheets. Experience with pivot tables and graphs
  • Proficient with MS PowerPoint
  • Working knowledge of databases
  • Flexible approach with the ability to multi-task and work on own initiative
  • Discretion - confidentiality when dealing with sensitive information
  • Attention to detail with the ability to effectively manage tasks through to completion