Job Description

Job Overview

We are seeking a dedicated Administrator at SpectrumX where you will play a critical role in ensuring the smooth and efficient operation of our administration function, which is integral to our commitment to maintaining the highest standards in pharmaceutical and biocide manufacturing. Your key duties will be in supporting the administration of the business, including ensuring that high standards are maintained and that the business has the administrative support and general supplies and resources to function efficiently including logging the need for repairs, servicing and maintenance in non-Production or Warehouse related areas.

You will oversee the main reception area including the arrival and departure of visitors, receipt and processing of incoming post and assist with outgoing goods and other transport requests. The role includes support for senior management including creation and editing of documents and spreadsheets, arranging travel and accommodation and diary management and coordination across the business. You may be asked to support the organisation and planning for meetings, events and other activities. You will be required to collate, prepare and format data and information and contribute collaboratively to assist with creation of wider corporate documents and materials, website and tender submissions.

Duties

Assist management and staff in undertaking a range of administrative activities. Manage calendars, schedule meetings, and coordinate appointments. Book accommodation, travel, hire cars and tables for Board and senior management and others as authorised, remembering preferences and making suggestions if first choices are no longer available. Prepare and distribute correspondence, memos, reports, and presentations. Assist with preparation and collation of content for tender submissions, websites and sales materials. Maintain organised filing systems (digital and physical). Provide organisation and management to the site, for example, but not exclusively, oversee office supplies inventory and place orders as needed; act as a point of contact for all staff to report any issues with office equipment and organise repairs, maintenance and assist with replacement where necessary; co-ordinate office and general site (but not Production-related) maintenance and repairs with contractors and building management. Provide a friendly and professional welcome and sign in visitors and guests to site ensuring that the person that they have come to see is aware that they have arrived. Organise refreshments, book lunches and ensure that meeting rooms are prepared for events, meetings or presentations. Serve as main point of contact for internal and external inquiries. Screen phone calls, emails, and messages, directing them appropriately. Facilitate communication between departments to support business processes. Maintain accurate and up-to-date company records, databases, and documentation. Assist with production of documents, reports, spreadsheets and other correspondence to a high level of accuracy and detail Opening, distributing and scanning post and monitoring shared inboxes and sending correspondence to the correct recipient. Develop, introduce and maintain administrative policies, procedures and standards Supporting with small projects and obtaining quotes / options seeking best value Facilitating transportation and distribution of goods and materials including monitoring and updating portals, following Company, Supplier and Customer systems and completion of paperwork and record keeping, booking couriers and hauliers.

Skills

Strong organisational and time-management skills. A self-starting, can- do approach to work. Equally happy working on own initiative, but knowing when to seek approval or direction as appropriate. Suggesting new ideas and concepts where applicable. Proficiency in office software, particularly Microsoft Office. Adaptable approach to new applications and software. Attention to detail in all aspects of work with particular emphasis on grammar, spelling, layout and formatting, documents, data, and adherence to processes to maintain the highest quality standards. Clear and concise communication skills, both written and verbal, for effective collaboration with cross-functional teams, senior management, suppliers and other bodies. The ability to work collaboratively with various departments, fostering a positive and compliant quality culture across the organisation. Flexibility to adapt to changing working practices and requirements, ensuring proactive adjustments to processes. Capable of working to deadlines and under pressure Professionalism and confidentiality High ethical standards and integrity, demonstrating a commitment to maintaining the highest level of quality and compliance in all activities.
We're looking for a dedicated and flexible team member to join our growing business. This role involves working at our Knutsford HQ.

Job Type: Full-time

Pay: 28,000.00-33,000.00 per year

Benefits:

Company pension Employee stock purchase plan On-site parking Private medical insurance
Application question(s):

IT Skills to use Excel, Word, Powerpoint and SharePoint.
Experience:

relevant administration: 5 years (required)
Work Location: In person