PA

Job description

As one of the Best Big Companies to Work For, we have a rich history of loving our customers and looking after our teams.

We understand that success is achieved through our people, and we are searching for a committed and passionate "PA" to join our growing business.

Purpose of role:

To provide a high level of secretarial/ administrative support in a timely and accurate manner to Category Directors and to the Buying Department.

               

In this role you can expect to:

·  Diary Management for Category Directors e.g. supplier meetings on and off site. Proactively review their diaries on a daily basis, resolving any diary clashes if needed and ensuring they have got meeting rooms booked for all of their meetings.
·  Provide refreshments to the Category Directors each morning and when required/ requested (tea/ coffee/ water).
·  Process expense claims for Category Directors and approving on their behalf
·  Complete Fuel Forms for Category Directors
·  Attend Category Directors team meetings, prep agendas beforehand and take minutes.
·  Provide Category Directors with information prior to meetings e.g. minutes / Supplier Briefs.
·  Liaise with the Development Kitchen when arranging Exec Board lunches, range reviews and relevant supplier meetings
·  Arrange Supplier dinners
·  Collate mail merge information.
·  Help facilitate team offsites and socials, supplier events, Christmas party co-ordination and any other applicable events.
·  Collect visitors from reception & provide refreshments for Category Directors supplier meetings.
·  Inform Reception of CD’s visitors.
·  Provide ad hoc support and holiday cover for P.A. when required.
·  Book accommodation for CD’s / Buying team when required and ensure that costs are within budget.
Booking flights & trains for CD’S / Buying team when required and ensure all foreign travel is recorded on the insurance list.
Arrange all aspects of Trade Show attendance for Buying Teams to include travel and accommodation.
·  Completion of Visa’s for foreign travel when required.
·  Raise Purchase Orders and keep up to date record of all POs raised
·  Manage comprehensive New Starter process/Leaver process.
·  Ensure all new starters receive a copy of the GSCOP Code and Policy within one week of joining Iceland and receive GSCOP training within the first month.
·  Update Email Groups, Structure, Contact List and Who Buys What & upload to intranet.
·  Monitor supplier mailbox daily
·  Co-ordinate departmental meetings – R&R, IT, room set-up
·  To maintain stationery supplies and process orders as required, within budgetary requirements.
·  Carry out duties as a Fire Marshall when required.
·  Organise Flower deliveries when required.
·  Sort post daily.

You should apply if:

·  Knowledge of Diary Management. Good accuracy is a must.
·  Proficient in Word, Excel and PowerPoint.
·  Able to communicate to all levels.
·  Experience of working within a busy office environment.
·  Good attention to detail, ability to prioritise workload.
·  Proactive approach in dealing with problems and queries.
·  Friendly disposition.
·  Flexibility.
·  2 years administration experience.
·  Ideally hold an admin/secretarial qualification.
·  Holds a full, clean driving licence.

What to expect from us:

·  15% discount in Iceland stores
·  30% discount at Club Individual Restaurants
·  33 days holiday (including bank holidays)
·  Pension (NEST)
·  Free onsite parking
·  Onsite electric car charging ports
·  Subsidised staff restaurant and Costa Coffee
·  Christmas vouchers
·  Refer a Friend Scheme
·  Christmas Savings scheme
·  Discounted dry cleaning
·  Long service awards