Maintain an efficient office and administration system and coordinate the records and activities that support food safety, quality, employee administration and business compliance.
Work with Directors and department heads, with priorities agreed through the General Manager. Absence cover is coordinated by the General Manager with the Sales Supervisor and Operations Manager, according to the duties requiring cover.
Food safety quality and compliance
Purpose of the role
Maintain an efficient office and administration system and coordinate the records and activities that support food safety, quality, employee administration and business compliance.
Work with Directors and department heads, with priorities agreed through the General Manager. Absence cover is coordinated by the General Manager with the Sales Supervisor and Operations Manager, according to the duties requiring cover.
Food safety quality and compliance
- ·Coordinate BRCGS documentation, training records and compliance administration with the Operations Manager, who provides operational and technical input.
- ·Participate in BRCGS and other third party audits, prepare supporting records and follow up assigned actions.
- ·Act as a member of the Quality and HACCP team. Arrange quarterly BRCGS and quality meetings, prepare agendas, record minutes and track agreed actions.
- ·Complete customer technical questionnaires, specifications and other technical paperwork, using AI where appropriate to gather information and assist completion. Understand the customer’s requirements, verify accuracy against approved company records, and obtain input or approval from the Operations Manager where required.
- ·Maintain PDO documentation and coordinate checks on relevant food standards and labelling requirements with the Operations Manager, escalating changes or concerns.
- ·Coordinate NPD administration, including product specifications, technical information, packaging and labelling checks, and follow up agreed actions with the NPD team.
B Corp and sustainability
- ·Support the General Manager and department heads with B Corp certification and continual improvement by maintaining evidence, tracking agreed actions and coordinating information for reassessment.
- ·Support the company’s social and environmental commitments in day to day work.
Employee administration and induction
- ·Prepare offer letters, employment contracts and other employee paperwork using approved templates and agreed terms, obtaining management approval before issue.
- ·Maintain accurate and confidential employee and training records.
- ·Coordinate the administration of new starter induction and deliver the general company and BRCGS induction elements relevant to the role. Department heads deliver job specific induction and training.
Office administration and coordination
- ·Maintain an orderly and effective electronic and paper filing system.
- ·Manage the shared diary and support meeting arrangements across departments.
- ·Arrange shows, visits and related diary activities for Directors and the General Manager.
- ·Issue the weekly bulletin using the agreed template. Each department supplies its own completed section; collate and circulate contributions and follow up missing information.
- ·Coordinate monthly report submissions using figures prepared and checked by each department, and circulate the completed reports as required.
- ·Place orders with nominated suppliers when requested, following the company’s purchasing approval process.
- ·Act as the office contact for outsourced IT and communications support, logging faults and coordinating assistance. Arrange practical equipment support with the nominated internal contact.
- ·Maintain data protection and GDPR records and procedures, handle personal information securely and refer requests or concerns to the General Manager.
Working standards
- ·Follow the Standard Operating Manual and relevant company procedures, including food safety, hygiene and workplace requirements.
- ·Excellent written and verbal communication skills, with the ability to communicate clearly, professionally and effectively with colleagues, clients and external stakeholders at all levels.
- ·Maintain confidentiality and discretion, and treat colleagues, customers, suppliers and members of the public courteously.
- ·Provide Welsh language support for agreed media and public relations activities, in coordination with the Directors and General Manager.
- ·Maintain a neat appearance and carry out duties hygienically and to the required standard. Follow the company’s rules on smoking and chewing gum during paid time.
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