Executive Assistant Sutton in Ashfield

Bellway is a FTSE 250 five-star homebuilder, headquartered in Newcastle upon Tyne, which operates 20 trading divisions across England, Scotland and Wales. The company has grown from a family firm, established more than 75 years ago, into a respected national brand, selling over ten thousand homes a year.

At Bellway we recognise that people are the key to our success, and our goal is to provide a rewarding and fulfilling career in line with our values of quality, service and trust. In addition to this we are committed to being a more inclusive employer and invite applications from a variety of backgrounds.

There is an exciting opportunity to join Bellway, one of the UK’s largest house builders. Our Bellway Home Space division located in Sutton in Ashfield is looking to recruit an Office Manager and PA to the Senior Management Team to join the team.

Principal accountabilities of the Office Manager and PA to the Senior Management Team role include:

• First point of contact to deal with correspondence and telephone calls, ensuring urgent messages are actioned immediately.
• Support the Directors & SLT with secretarial support such as typing up correspondence, diary management and organising meetings.
• Minute meetings, type up notes and present in a professional format and follow up with action trackers.
• Admin support to the production managers handling operational documentations, running inductions, providing induction equipment, procurement and IT support.
• Support with Human Resources administration such as the recruitment and induction process, as well as maintaining attendance records for the Division, including holiday, sickness and attendance records.
• Management of the TMS Time and Attendance System.
• Maintain efficient filing and archive systems.
• Organise staff training.
• Liaise with Office Managers at Group and other Divisions.
• Ensuring the general office facilities are intact, ordering of new computers, stationery, office refreshments, mobile phones for Staff.
• Booking Fire Risk Assessments, PAT testing, etc.
• Ensuring compliance with signage across the building (HSE), coordinating HSE actions.
• Liaise with external companies as well as Bellway divisions to arrange visits and factory tours.
• Welcome visitors and ensure their requirements are met (setting up meeting rooms).
• Ensure lobby, reception and kitchen areas are maintained.
• Ensure a good standard of housekeeping throughout the company and ensure noticeboards and all displayed certifications are kept up to date.
• Co-ordinate travel and accommodation arrangements.
• Attend H&S meetings as office representative (Minute meeting).
• Organising office functions and ad hoc charitable or fund-raising events within the company.

• Advising managers on Bellway policies, procedures, supporting probation reviews, disciplinaries and grievances etc.
• Tracking when TTP contracts should be going perm and raising vacancies, ensuring line managers have conducted reviews, chasing outcomes etc.

• Creating, updating, enforcing and maintaining office wide processes.
• Supporting audits (both HSE and office audits).
• Chasing outcomes/actions for the HSE meeting.
• Reporting on audit actions.

• Administration support to the production managers handling operational documentations, running inductions, providing induction equipment, ordering, IT support.

• Experience of working in a secretarial/PA role supporting Director level roles.

• GCSE Maths and English – Grade 4/C or above (or equivalent).

• Excellent administration and organisation skills.
• Creating, updating, enforcing and maintaining office wide processes.
• Strong communication and listening skills.
• Ability to prioritise workload and meet tight deadlines.
• Demonstrates a high level of discretion and confidentiality.
• Ability to work on own as well as part of a team.
• Proficient IT skills along with a good working knowledge of Microsoft Office (Word, Excel and Outlook) and the ability to adapt to new systems.
• Committed to diversity and inclusion.

• Willing to be flexible in respect to day to day duties and hours worked.
• Office based role.

• Competitive salary.
• Competitive annual bonus.
• 25 days holiday, plus bank holidays.
• Contributory pension scheme.
• Access to discounts and benefits portal.
• Sharesave Scheme.
• Cycle to Work Scheme.
• Life assurance.