Job Description

Administrative Assistant - Part-Time

27.5 hours per week

24,570 pro rated for 27.5 hours (18,018)

Location: Cheltenham office based (no remote working available)

Purpose of Role:

The purpose of this role is to help us to support with customer enquiries through various communication channels, and to provide a warm welcome and exceptional first impression to visitors; assisting with meeting arrangements; ensuring relevant procedures are followed; assisting with day-to-day administrative operations including handling of printing and posting of hard-copy statements, and the issuing of e-statements; and liaising with first aiders and fire wardens to organise rotas and upkeep of health and safety related information.

Key responsibilities:

Printing of Statements each day, ensuring our services are issued within Service Level Agreements and to a high level of accuracy

Providing a friendly and efficient meet and greet service for visitors - ensuring visitor management procedures are followed and responding to the external intercom, including monitoring the daily visitor schedule on the visitor management system

Managing inbound and outbound post, including document retention

Uploading documents to customer accounts

Monitoring and topping up supplies including papers / envelope stock, kitchen dry goods, and tea/coffee consumables

Assisting with organising monthly rotas for first aiders and fire wardens

Managing inbound deliveries

Supporting with the triaging of and responding to customer enquiries using a range of written communication channels

Supporting Office Manager as required

Other

Abide by the Company's policies and procedures, and actively promote with the team

Abide by the Company's Health and Safety policies and procedures, whilst considering your own health and safety and that of colleagues

Any other reasonable duties as required

Person specification:

Strong verbal and written communication skills

Always maintains professionalism

Committed to maintaining a supportive and respectful business culture

A supportive and co-operative team member

Ability to take initiative, and ownership of goals and personal development

Comfortable with a fast-paced environment

Embraces change and continuous improvement

Strives to deliver an excellent service, considering individuals and contractual requirements

Self-motivated

Responsible for own workload and ensuring deadlines are met

Flexible approach to work, open to supporting other areas of the business as required

Skills required:

Experience in greeting customers / visitors face to face

Ability to interact with all levels of staff / visitors

Experience working in a busy environment, balancing a varied workload effectively

Experience in accepting deliveries with small amounts of manual handling

Education and Qualifications:

Minimum level of Level 3 qualifications such as A-level, Level 3 NVQ / National Diploma including GCSE English and Maths

Key Employee Benefits

25 days annual leave (pro rata) plus swappable bank holidays, as well as additional 3.5 days gifted for the Winter office closure

Life assurance of 4 x basic salary

Vitality Private Health and BUPA Dental Care Scheme with employee contribution

Enhanced maternity pay

Employee Assistance Programme

Cycle to Work Scheme

Octopus EV scheme

EDI Statement:

Ecctis Ltd is committed to fostering a culture of inclusivity and connectedness. The core of our work involves working internationally with individuals all over the globe, with different backgrounds. In recruiting for our organisation, Ecctis Ltd is an Equal Opportunities Employer, and welcomes the unique contributions you can bring; therefore, we specifically welcome applicants of all backgrounds, regardless of race (including colour, nationality, and ethnic or national origin), sex or gender, gender reassignment, sexual orientation, religion or belief, age, marriage or civil partnership, pregnancy and maternity, or disability. We recruit purely on merit and skills.

Please note:

All applicants must hold a current permit or visa showing their right to work in the UK. The onboarding process will include Basic DBS screening

Ecctis is an Employee Ownership Trust:

As an Employee Ownership Trust, we do things a little differently from some other organisations. Every one of our employees has a voice and our people are highly motivated and committed. Our structure allows for our combined success as an organisation to be shared equitably across the Company. The trust is indirect, meaning that eligible employees are not shareholders directly, however they are held 'in-trust' by the Trust's Board of Directors.

Job Types: Part-time, Permanent

Pay: 24,570.00 per year

Benefits:

Additional leave Company events Company pension Cycle to work scheme Employee discount Enhanced maternity leave Free parking Health & wellbeing programme Life insurance On-site parking Paid volunteer time Private dental insurance Private medical insurance Referral programme Sick pay
Work Location: In person