Office Manager & Personal Assistant

Siemens Mobility; Goole; On-site; GBP 30,000 - 50,000; Full time

Job description

We have an exciting opportunity to join our Siemens mobility team in Goole as an Office Manager and Personal Assistant. We are looking for someone to provide comprehensive office management & management assistance to one of the executives for our Customer Service management team. You will serve as a key point of contact for both face-to-face meetings and telephone contact with both internal and external customers. Provide administrative support to the wider departmental team to facilitate the overall efficiency and success of the function/area.

You’ll make a difference by…

As a Personal Assistant

1. Schedule appointments and meetings ensuring the calendar is not compromised and priorities agreed with the director.
2. Coordinate and establish all travel arrangements, processes and reconciled travel and expense reports in a timely manner.
3. Setup & facilitate conferences or events on own or as part of a team, liaising and working with corporate communications and public relations teams. Assess resource requirements and manage priorities accordingly.
4. Prepare various letters, mails, presentations, reports, statistical charts, and briefings, including the collection of data from across the Customer Service business.
5. Capture & coordinate meeting actions for the principal Customer Service management meetings & Strategy Sessions.
6. Support in the delivery of written proposals – review documents and consolidate into a professionally presented document in a consistent format.
7. Support local line management with people management processes, particularly onboarding – organisation charts, HR support, approvals, PMP.
8. Liaise on a continual basis with senior members of customer, supplier, and business partner organisations, building up strong and professional relationships to effectively facilitate mutual working.

As an Office Manager

1. Line management of Document Controllers, Project Administrators, Receptionists, and Administration staff; ensuring staff resources are deployed efficiently and effectively. Checking that work is recorded against correct project and overhead codings. Undertake periodic quality checks as necessary.
2. Responsible for recruitment, setting targets/goals, and appraisals for direct reportees.
3. Compile office-wide rota for monthly safety tours of the office, liaising with EHS managers when appropriate. Undertake Stop & Talk/Zero Harm (if applicable) and report findings.
4. Liaise with Siemens Real Estate and their appointed sub-contractors to ensure office meets all legal and auditable requirements (e.g. monthly electrical/water tests, fire alarms, security, TV Licence, insurances, hazardous waste, WEEE etc.) ensuring successful audits. Resolving any corrective actions if applicable.
5. Maintain technical documentation for the Office Management Information Pack within a structured system, where legal compliance documents are needed for internal and external audit. Responsible for actioning and resolving satisfactorily any Corrective Actions that may arise. Maintain Business Continuity Plan, Battle Box, On Call Procedure, etc.
6. Attend Landlords’ and Managing Agents’ meetings regularly, contributing to discussions and decisions about the building, security issues etc. Manage Service Charge account. Liaise with Managing Agents for building repairs and health & safety issues within communal areas.
7. Organise and coordinate Fire Drills with Managing Agents. Ensure timing of Fire Drills meet legal requirements. Meet with local Official Fire Officers to discuss evacuation and improvement actions. Contribute to the building Fire Report. Act as a Chief Fire Warden for the Office.
8. Be point of contact for out-of-hours works required to maintain premises.
9. Organise regular PAT Testing through SRE of all office equipment and maintain records for audits.
10. Serve as the main ‘Go-To’ person for office enquiries, guidance, and conflicts.
11. Support in procedures and processes for regional record retention, ensuring protection and security of files and records. Management and coordination of Archive Process. Development and continuous improvement of the process/system. Responsible for termination/disposal of data.

The Customer Service business has sites & locations all across the UK and whilst this position will primarily be based in a single office location, there is the need to be mobile to support activities, business reviews, and events across the business on a regular basis.

Your success will be grounded by…

Essential:

1. Experience of working in a multi-site matrix organisation dealing with multiple stakeholders.
2. Significant experience of providing PA and administrative support at a director level.
3. Highly organised with an ability to prioritise workload and achieve objectives with minimal supervision.
4. Excellent communication and ‘front of house’ skills.
5. Advanced knowledge in 2 or more office applications: Word, Excel, PowerPoint, Outlook, Project Visio and able to source, create and manage images and graphics.
6. High attention to detail and presentation.
7. High focus on business results and team working to ensure that deadlines are achieved.
8. Experience of dealing with confidential information and understanding of data protection.

Preferred:

1. Knowledge of Siemens tools, policies and processes.
2. Understanding of German Language.
3. Word processing & MS Office training/qualifications.
4. Experience of event/conference management/hospitality.

You’ll benefit from:

Our compensation package includes a competitive salary, holiday allowance and pension. We celebrate the fact that our employees are individuals and have different wants and needs. With this in mind, we have a flexible benefits scheme where you can tailor your benefits package to suit you.

Create a better #TomorrowWithUs!

We value your unique identity and perspective and are fully committed to providing equitable opportunities and building a workplace that reflects the diversity of society. Come bring your authentic self and create a better tomorrow with us!

At Siemens, we promote a growth mindset, the self-belief that we can learn and grow, take on new challenges and adapt to change. If you don't match all the criteria for this role but feel you have transferable skills to enable you to succeed, we encourage you to apply.