deltatre

Careers

Ref. OffExe - Office Executive

Description:

deltatre media are currently looking to recruit an office executive

Administration & Secretarial:

Reception : Perform reception duties. Provide refreshments to clients and visitors. Manage incoming telephone calls. Process all incoming and outgoing mail. Address and direct client enquiries.

Secretarial : Provide support the Office/HR Manager and operations team. Manage timesheets and whereabouts information for all staff. Manage and maintain filing system, both in electronic and hard copy. Co-ordinate all purchasing, including IT and other equipment, and distribution. Order and distribute stationery supplies and general office supplies, including special requests and coffee machine supplies. Management of travel and accommodation bookings for all employees. Provide assistance in office event management, such as Christmas parties and company conferences. Fax, Photocopy, Scanner, Binding, Laminating. Maintain and update personnel and event scheduling database using the d3 Event Calendar, and Meeting Room Calender to include programme schedule, annual leave, internal and tenants meetings, And Business, events, etc. Meeting room management.

Facilities : Support the Office/HR Manager in the day to day running of the building. Management of the keys for the electronic Net2 access system and manual keys, keeping accurate records. Act as a Fire Marshal. Assisting the Office/HR Manager with fire tests and fire drills. Responsible for maintaining Car Park space allocations for all users of Media House. Responsible for upkeep and cleaning of coffee machine and materials. Management of plant maintenance and watering of plants. Management of printer and fax maintenance.

Accounting and Finance : Assist Accountant with collating monthly employee cash expenses, collecting and collating cash receipts, enter these on the monthly book keeping folder.

Human Resources : Provide support the Office/HR Manager. Manage and run monthly part-time staff payroll. Accurate management and maintenance of staff records, Personnel Directory. Act as a Avaya phone system ‘Super User’, providing training and assistance for current and new employees. Assist new recruit induction. Assist with the co-ordination of training. Management of gifts, such as birthday, Christmas, special occasion and welcome gifts. Send out all payslips. Responsible for distributing staff uniform.

Events Assistance : Administration duties on projects, including call sheet writing and scheduling, van authorisations for the BBC and ITV projects.

Misc : All other reasonable requests.

Skills and abilities:

• Numerate and Literate
• Excellent attention to detail
• Strong interpersonal skills, being comfortable dealing with both colleagues at all levels and clients
• Good written and verbal communication, including questioning and listening skills
• Good decision making and problem solving skills with the ability to work under your own initiative
• Secretarial and organisational skills
• Strong time and self management
• Intermediate to Advanced knowledge of Microsoft Office, including Excel, Word, Outlook and PowerPoint
• Office Experience
• Ability to work under pressure and to tight deadlines
• Ability to work as a team
• Flexible and willing to work some unsociable hours

Recruitment Process: Interested candidates are invited to send their curriculum vitae by email to Carla Perry (email: ) along with:

• indication of the chosen profile (reference code to be clearly indicated in the email subject)
• a short letter of application, describing their own expectations

Applications without the above mentioned details will not be considered.

Closing date: Monday November 30th 2009 - Interviews will commence shortly after this date.