Posted on July 9, 2024
PA & Office Manager Greater Manchester £30000 - £35000 per year Permanent
consultant-img

Sophie Healey

Consultant

A fantastic opportunity has arisen for an experienced Personal Assistant to join a leading creative organisation based in Castlefield on a permanent basis. 

This will be a varied and all encompassing role and you will be the 'go-to' person within the office. In addition to overseeing the studio, the role covers PA duties for the Chairman and Managing Director. Attention to detail, a positive ‘can-do’ attitude and a high level of initiative is key to the role.

The job holder will be responsible, highly organised, confident and able to impart previous experience in proposing solutions and establishing administrative systems. They will be able to plan ahead and will be adept at identifying the particular needs of the business and its people to keep things running smoothly. 

Candidates must have previous experience in order to be considered. This will be a full-time office-based role. 

 

Duties will include:

PA

  • Assisting with the day to day running of the office by providing supporting the Chairman and Managing Director
  • Screening phone calls, enquires and requests
  • Organising personal commitments of Chairman as required, including diary and email management

Office Management

  • Management of telephone and post
  • Meeting and greeting clients and guests
  • Managing meeting rooms and assisting in setting up meeting technology
  • Ordering stationery and supplies
  • Managing and organising social events
  • Ensuring the office maintains a high standard of tidiness, cleanliness and organisation

Administration

  • Liaising with IT and printing providers
  • Ensuring server back-up storage process is properly managed

Marketing & PR

  • Assisting in preparing and maintaining content for company website and social media accounts
  • Assisting the team in producing brochures and presentation boards. InDesign experience desirable

Financial Administration

  • Issuing invoices and assisting with production of fee proposals, payments schedules and forecasts
  • Assisting with bookkeeping activities
  • Maintaining and reviews subscriptions and bills as required

Administrative Support

  • Timesheet administration
  • Supporting project teams with document control and distribution as required
  • Maintaining and organising the electronic filing system
  • Preparing and editing documents, reports and letters
  • Assisting project teams with ad hoc administrative tasks
  • Assisting with activities and with projects focused on developing systems and protocols
  • Setting up project files and managing archiving

 

HR Administration

  • Assisting with recruitment and managing on-boarding process for new starters
  • Maintaining company policies and procedures
  • Monitoring and recording holiday and sickness absence
  • Assisting with organisation of CPD events

Person Specification:

  • Minimum of 5 years similar experience
  • IT proficiency in Microsoft Office packages including Word, Excel essential, InDesign desirable
  • Knowledge of Accounting systems and document control software is preferable
  • Excellent written and spoken English
  • Strong numerical skills
  • Technically able in relation to general IT, printers and social media
  • Meticulous attention to detail, highly organised and capable of handling multiple tasks concurrently
  • A proactive self-starter who can work independently with good judgement and minimal direction
  • Adaptable and resourceful, able to manage competing priorities and deadlines whilst maintaining a friendly, positive and helpful attitude
  • Able to interact with clients and employees alike with the utmost professionalism
  • Commitment to strict confidence and discretion around sensitive information
  • Willingness to roll up your sleeves and get stuck in, helping with whatever is needed

This is an exciting opportunity to join a reputable organisation with a friendly team where you are valued for your hard work.

Hours are 9am-5:30pm, office based and salary will be up to £35,000 per annum (depending on experience).

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.