Administration Assistant

Vertas Group; Nottingham; On-site; GBP 21,000 - 27,000; Full time

Job summary

Vertas is hiring an Administrative Assistant to join the Support Services Team in Nottingham. The role is based initially in the Nottingham City Centre area, 37 hours per week, Monday to Friday, with flexible hours between 07:30 and 16:30. It is a fixed-term 6 month contract with potential to become permanent.

Training is office-based before transitioning to a hybrid/home-based arrangement. You will support Finance and Repairs & Maintenance, ensuring administrative processes run efficiently.

Qualifications

• Previous administrative experience is essential.
• Experience with invoice processing and D365 is desirable.
• Payroll, finance, repairs or maintenance administration experience is desirable.

Responsibilities

• Accurate data input and record management.
• Processing invoices using Microsoft Dynamics 365 (D365).
• Supporting payroll administration activities.
• Recharging invoices and managing finance related administration.
• Supporting planned and reactive maintenance administration.
• Booking contractors and coordinating repair works.
• Arranging maintenance for commercial kitchen equipment across school sites.
• Handling incoming calls and providing excellent customer service.
• Supporting health and safety administration and compliance processes.
• Supporting general administrative tasks as required.
• Ensuring all work is completed with a high level of attention to detail.

Skills

Data entry

Payroll support

Invoicing

D365 knowledge

Customer service

Microsoft Office

Organisational skills

Team player

Tools

Microsoft Dynamics 365 (D365)

Microsoft Office

Job description

Are you passionate about organisation, teamwork, and making a positive difference every day? Vertas is looking for a dedicated Administrative Assistant to join our Support Services Team.

Who are Vertas?

Vertas delivers trusted, integrated facilities management solutions across Great Britain. Our team of 5,000 colleagues provides a comprehensive range of facilities services, including cleaning, catering, property design, recruitment, transport, and environmental management. You'll find us putting the customer at the heart of everything we do, while prioritising our colleagues' health, safety and wellbeing.

About the Role:

Based initially out of the Nottingham City Centre area, ideally Trent Bridge House, NG2 6BJ, you will be working 37 hours per week, Monday to Friday, with flexible working hours between 07:30 and 16:30. This is a fixed term 6 month contract with the potential to become permanent.

You'll play a key role in supporting both the Finance and Repairs & Maintenance teams, ensuring administrative processes are completed efficiently and to a high standard. The successful candidate will initially be office based for training and development purposes, before transitioning into a more hybrid and home based working arrangement once fully trained and established in the role.

Your responsibilities will include:

• Accurate data input and record management
• Processing invoices using Microsoft Dynamics 365 (D365)
• Supporting payroll administration activities
• Recharging invoices and managing finance related administration
• Supporting planned and reactive maintenance administration
• Booking contractors and coordinating repair works
• Arranging maintenance for commercial kitchen equipment across school sites
• Handling incoming calls and providing excellent customer service
• Supporting health and safety administration and compliance processes
• Supporting general administrative tasks as required
• Ensuring all work is completed with a high level of attention to detail

Who are we looking for?

• Previous administrative experience is essential
• Experience within payroll, finance, repairs or maintenance administration is highly desirable
• Experience with invoice processing and D365 is desirable
• Strong attention to detail and organisational skills
• Confident telephone manner with good communication skills
• Ability to work independently and as part of a team
• Good IT skills, including Microsoft Office
• A team player providing an excellent service across the Vertas Group
• The ability to adapt and respond to change in a growing organisation

What You'll Bring

• Excellent organisational and time management skills
• Strong attention to detail
• A positive and proactive approach to work
• Excellent communication and customer service skills
• The ability to manage a varied workload effectively

Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees to share this commitment.

Offers of employment are subject to appropriate pre employment checks, which may include:

• Right to Work checks * Satisfactory references * Verification of qualifications and professional registrations (where applicable) * Occupational Health and medical clearance (where applicable)

This role will require an initial office based training period before moving to a predominantly home based hybrid working arrangement.