New Job - Deputy Administration Manager - London - md

Deputy Administration Manager

Job Title: Deputy Administration Manager

Your New Salary: Up to £50k (depending on experience). Discretionary bonus scheme in place. If a bonus is paid, it will be linked to performance.

Fully Office Based.

Permanent.

Start: ASAP.

Reports To: Director of Administration Department.

Responsibilities

• Monitor and control petty cash to pay invoices. Check all invoices in detail to ensure no duplicate payments. Make payments and accurately record details of expenditure and keep copies of all invoices and supporting documents in the Administration file.
• Monitor refreshments and office stationery stock and order/purchase items as necessary to ensure sufficient stocks are available at all times. Maintain supplier lists and check market prices for all items purchased regularly (at least once every quarter) to keep prices up to date.
• Assist in planning and executing IT related tasks, including supporting system development, implementation and maintenance. Collaborate with teams to identify needs, develop technical solutions and optimise digital tools for organisational efficiency.
• Liaise with contracted office support staff to provide guidance and ensure acceptable levels of service are provided. Raise any issues or concerns with contractors; if not resolved, report to the Section Head.
• Provide accurate, up to date information on expenditure in Administration to assist the Section Head monitoring expenditure. Assist in preparation of regular budget reports and annual budget.
• Assist in maintaining accurate and up to date employee contact details. Act as Administration focal point for requests relating to new employees, ensuring timely issue of ID cards, access cards, etc.
• Arrange office maintenance for all departments as per allocated requests from departments. Contact contractors for quotes and instruct work in consultation with the Section Head. Check work is completed on time and to required standard. Raise any issues or problems arising with the Section Head. Make payments for all cases and accurately record details of expenditure and keep copies of all invoices and supporting documents in the Administration file.
• Liaise with departmental focal points to schedule access to archive rooms as and when required. Maintain detailed records of access and documents deposited and removed to ensure security of documents and compliance with company policy. Act as focal point for Administration to maintain electronic and hard copy filing systems to store and retrieve documents efficiently.
• Maintain accurate and up to date inventory and fixed asset records as per company policy. Liaise with departmental focal points to ensure all items are properly checked, recorded and labelled. Provide reports to the Section Head as required.
• Provide general secretarial and clerical support including, but not limited to, arranging meetings, preparing meeting agendas, filing, photocopying, faxing, mailing and covering reception duties as and when required.

Qualifications

• Fluent in English, both verbal and written.
• Solid proven experience in administration, frontline monitoring and control of petty cash to pay invoices.
• Relevant degree / diploma or secretarial course with substantial experience in administrative and secretarial support roles.
• Computer literacy, including Outlook, Word and Excel.
• Well developed numeracy and calculation skills.

People First is committed to increasing diversity, and maintaining an inclusive workplace culture. We welcome applications from all qualified candidates regardless of their ethnicity, race, gender, religious beliefs, sexual orientation, age, marital status or whether or not they have a disability.