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General Office Administrator

Job Title: General Office Administrator

Contract: Seasonal Fixed Term Contract, May – September

Hours of Work: Full time – 40 hours per week, 5 days out of 7, will include weekends

Location: Primarily based at Let’s Go Hydro, 1 Mealough Road, Carryduff, BT8 8GB, however, on occasion, will work in Head Office, based in Belfast City Centre, so must have access to a vehicle

There is an opportunity for a Part Time role also – 20 hours per week, with the opportunity to work additional hours during the peak months (July – August). 

Please state in your application the role that you are interested in.  

Salary: £30,000 per annum (pro-rata for part time position)

Job Summary

As General Office Administrator, your role will include Customer Services and Group Bookings. You will manage the day-to-day office administration tasks and will be responsible for maintaining and delivering the administration element of group packages and will also meet and greet groups on site for their activities and overnight stays. The role will include providing administrative support to the managers and team within Let’s Go Hydro and the Group Head Office. The successful candidate will also assist the customer services team in handling day to day queries via e-mail, telephone and social media. The hours will be based on a weekly rota, which can be flexible to include later shifts and weekends depending on operational need.

What we are offering

  • Staff training and development
  • Great culture with staff fun days
  • Free car parking on site
  • Staff discount
  • Opportunities to progress within the company

Key Skills and Responsibilities

  • Act as the first point of contact for internal and external clients and visitors;
  • Administer payroll and rota management for all employees, including leave, absences and statutory payments, liaising with Payroll and HR and dealing with staff queries
  • Assist with payroll process – uploading and spot-checking rotas, checking for attendance issues, checking rotas have been signed off, ensuring personal information is up to date.
  • Assist with Finance – invoices processed and sent to accounts for payment. Place orders, create weekly spend and sales report. Collate all post, invoices and bank receipts to finance every week.
  • Administrative duties including developing and maintaining and updating the filing completing HR admin, processing new employees / leavers, ensuring payroll paperwork completed.
  • Assist in recruitment and selection of all seasonal positions (alongside GM and other Managers) (assist with shortlisting, interviewing) following the recruitment, make the offers/declines, complete reference checking, assist with onboarding (payroll form, passport and certificate request), and add to the clocking in system – rotaready.
  • Ensure new starter checklists and induction packs are issued and completed
  • Create training and induction pack alongside GM, ensure training and inductions are completed and records and qualifications are kept up to date
  • Assist with developing, reviewing and improving policies, systems, and procedures
  • Manage employee relations alongside managers and supervisors including employee absence, disciplinary, performance and grievances
  • Support health, safety and compliance, ensuring standards are consistently adhered to, including maintaining risk assessments and maintenance of office equipment
  • Work alongside GM on company insurance, supporting the external H&S company and management team in creating and reviewing risk assessments, accident reports, safety checks and set up a reporting structure for these to be submitted to you for a weekly review
  • Cashing up and Banking – ensure procedures are followed by site supervisors (provide support for accounts department, overseeing cash handling and accounts; completing daily takings)
  • Authorise Invoices (alongside general manager) and ensure these are sent to Accounts for payment
  • Work with the Head Office Accounts and HR department
  • Assist the General Manager in senior management tasks as required, and generally ensuring the office operate smoothly and efficiently.
  • Ad hoc – business cases/proposals, AccessNI checks for all relevant roles, collating information for claims, collating handover documents, sending staff memos, updating STAFFMIS, updating staff handbook, arrange, take minutes and action from internal and external meetings, assist in updating risk assessment, stock takes, spot check site, categorising invoices.

Customer Services & Group Bookings– 

  • Work closely with the operations team in passing on all information for group booking including any special requests.
  • Handle group booking queries via e-mail and telephone and finalise packages unique to each group which will include activities, spa, accommodation and food.
  • Be the lead point of contact for the department within the business in the Customer Service Manager’s absence.
  • Proactively contact customers via telephone to upsell packages when required
  • Respond to high volume of pre-sales and after-sales emails
  • Respond to queries via email and other online channels.
  • Answer all calls and emails in a positive, professional, and timely manner ensuring details of customer orders, enquiries or complaints are logged.
  • Stay up to date with all offers and packages outlined by the events and marketing department.
  • Record and resolve customer complaints and any other potential issues, ensuring the customer and management are kept updated.
  • Pay attention to detail, ensuring the best customer service is delivered to each valued customer.
  • Assist in other areas of the business if required.
  • Assist with additional administrative work, accurately and within agreed timescales.

Other duties included in the role: 

  • Maintain the company suppliers list, ensure any keys / codes are made available to CEO / GM (communicate any changes to these), create asset register for all items in each storage room so these can be easily stock checked, ensure stock takes are completed and reported to you, support the accommodation managers in ensuring cleaning checklists are completed, maintain the vehicle inventory, maintain the IT equipment inventory, record and log any maintenance reports, ensure office is stocked with necessary supplies, ensure all site first aid boxes are fully stocked, assist customer services team when required.

This is not an exhaustive list of duties and responsibilities but will evolve and change depending on business needs.

Essential Criteria

  • HND or higher qualification in business related topic, with experience in HR, Payroll, Accounts, Customer Services.
  • 2 + years’ experience gained in an administration or office environment, ideally within leisure, hospitality or similar sector
  • Ability to maintain confidentiality
  • Have strong organisational and administrative skills with the ability to meet deadlines
  • Approachable manner with the ability to communicate and interact with all staff including senior management
  • A high standard of both spoken and written English
  • Attention to detail and accuracy, with excellent numeracy and vocabulary skills
  • Outgoing personality with a passion for administration, sales and customer services
  • Highly proficient in the use of Microsoft Office packages, Booking Systems, Time and Attendance systems
  • Understanding of health and safety in the workplace
  • Ability to approach and engage with customers in a friendly and professional manner
  • Strong persuasive skills to effectively communicate products to customers
  • Excellent communication and interpersonal skills
  • Excellent planning, prioritising, organisational skills with varied tasks within high volume, while maintaining a high level of accuracy in all work undertaken
  • Ability to work independently and as part of a team
  • Legally eligible to work within the UK

How to apply

Please submit your CV and cover letter detailing how you meet the criteria

Closing Date Friday 24th May 2024, at 1200

We are seeking candidates ideally with an immediate start

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