Administration Assistant - Part-Time

at  Kent

SCOPE OF WORK:

Kent is seeking a motivated and reliable Administrative Assistant to join our team on a part-time basis for a 12-month contract, with the possibility of extension. This role involves providing administrative support, including covering reception during lunchtime and holiday periods as needed. Working hours: Monday to Friday, 4.5 hours per day (08:30 – 14:00, with flexible start time)

OUR PURPOSE AND BELIEFS:

As Kent, we’re tackling the greatest challenge of our time - to bring our world the energy it needs in the most responsible way ever imagined.
It’s the energy of every member of our team driven by our beliefs that is making this happen. Whatever our skill, our language, or our culture. These beliefs define and direct us every day to be the very best - for ourselves, our clients, our key stakeholders, the communities we operate in and the planet:
We PLAY BIG
We thrive on EMOTIONAL AGILITY
We are FANATICAL ABOUT PERFORMANCE
We are built on INFINITE THINKING
Read more about the Purpose, Beliefs and Guiding Principles that drive us: https://kentplc.com/who-we-are/purpose-beliefs

ADMIN ASSISTANT DUTIES

• Assist with onboarding of staff (sorting out IT kit, arranging access passes, and arranging access to all the systems that are required for a new start, escalating/chasing requests if required)
• Deal with new supplier requests - procurement
• Organize staff collections /cards
• Ordering, arranging lunches and drinks for meetings
• Arrange travel and accommodation via the corporate travel company
• Update CVs to company format
• Assist Office Manager with new start inductions
• Support with the clearing out and archiving of old paperwork to help office maintain agile and clear desk status
• Assist the Office Manager with keeping Aberdeen Office Compliance documentation and requirements
• Check First Aid Kits on a monthly schedule
• General Admin support as required

RECEPTION DUTIES

• Greet clients and guests, including organising visitor parking as required
• Answer, screen, and forward incoming phone calls
• Provide basic and accurate information in-person and via phone/email
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, liaise with landlord reception team)
• Ensure reception area is tidy and presentable, with all necessary stationery and material (i.e. pens, forms and brochures)
• Look after meeting room suite, including ensure all rooms are set up ready for meetings
• Arrange catering for meetings, including making and setting up coffee/teas etc., ordering in and setting up lunches
• Receive, sort, and distribute daily mail/deliveries
• Arrange courier collections as required
• Order taxis and keep log of bookings
• Order stationery and issue stationery to staff as required
• Order PPE and control PPE stock
• Order catering sundries for the office including tea, coffee, sugar, milk, fruit etc
• Keep a log of maintenance contractors working in the Office
  We are committed to our diverse and inclusive community - a place where we can all be ourselves, thrive and develop. From day one, we offer a range of family friendly, inclusive employment policies, flexible working arrangements, and employee networks to support staff from different backgrounds.
  As an Equal Opportunities Employer, we value applications from all backgrounds, cultures, and abilities.
  We’re a disability-friendly employer and can make adjustments to support you to perform at your best during the recruitment process. Please contact us confidentially at recruitment.uk@kentplc.com to find out how we can support you.