Personal Assistant to MD/ Receptionist- Derby

Job purpose

Responsible for providing business critical assistance and professional management support to the Managing Director, as well as offering office support in all matters requested. This role will also require occasional document control activities. You will work in a national multi-site environment, working autonomously for extended periods on both general and specific tasks and activities.

Source and nature of management provided

Managing Director (Line Manager)

Head of Distribution

Head of Warehouse Operations

Head of Finance

Head of Sales

Head of IT & Communications

Head of HR / EHS

Special Conditions

Monday – Friday (45 Hours)

Timings Monday – Friday 8:00 am to 5:30pm

Occasional travel to sites throughout the United Kingdom will be expected.

Owing to workplace location access to a vehicle is required in order to attend work

Main duties and responsibilities

HR Responsibilities

1 Provide a positive and encouraging atmosphere at all times to ensure self and all staff work to the best of their abilities.

2 Uphold corporate values. Responsible for providing a positive and encouraging atmosphere at all times to ensure all staff work to their best abilities.

3 Working with all members of staff to maintain and develop a positive progressive culture within the business.

Health and Safety Responsibilities

4 Support, comply and ensure complicity with Health, Safety and Environmental regulations, the company handbook, Quality standards and all other company policies and procedures.

Quality Responsibilities

5 Ensure all processes are adhered to by all managers and staff.

6 Analyse management reports in order to continuously improve processes and outcomes. Presenting to the Board as directed.

Operational Responsibilities

7 Acting as first point of contact, dealing with correspondence and phone calls.

8 Support the SMT in relation to VIP Customer Visits (coach / taxi transfer, external catering, meeting rooms’ management etc).

9 Support the SMT in relation to Corporate Hospitality (manage invitations and tickets for various functions throughout the year)

10 Pro-active email and inbox management for the MD.

11 Managing diaries and organising meetings and appointments, often controlling access to MD.

12 Booking and arranging travel, transport and accommodation.

13 Organising events and conferences.

14 Reminding the MD of important tasks and deadlines.

15 Compiling and preparing reports, presentations and correspondence.

16 Liaising with staff, suppliers and clients on behalf of MD,

17 Managing the MD’s expenses.

18 Establish and develop successful working relationships with all key personnel both internally, with clients and the Company.

19 Manage the ordering and issue of company uniform to eligible staff.

20 Management of meeting room bookings.

21 Maintain the senior management team’s holiday bookings.

22 Monitor and maintain office supplies.

You will from time to time be required to undertake other duties of a similar nature as reasonably required by your line manager. You are required to follow all ATL policies and procedures at all times and take account of ATL guidance.

Criteria: Qualifications and Training

Essential

  • GCSE English and Maths Grade B or equivalent
  • Valid UK Driving Licence
Criteria: Knowledge and Experience

Essential

  • Demonstrable success and experience of working as a PA to a senior executive
  • Experience in systems and technology and the ability to enhance and develop new ways to maximise the performance and productivity of our company
  • Ability to understand and evaluate complex commercial propositions
Criteria: Skills and Aptitudes

Essential

  • Advanced proficiency in the use of MS Excel, Word, Outlook and Power Point
  • Ability to make effective decisions
  • Excellent planning and organisation skills
  • Ability to manage low level project management logistic activities
  • Fluent in English language
  • Strong personal initiative to manage complex and frequent agenda conflicts
  • Strong diplomacy skills, with an ability to ensure confidentiality at all times
  • Ability to question, challenge and improve upon existing processes
  • High level of honesty and integrity
  • Flexibility and the ability to adapt to changing circumstances
  • Resilience with an ability to keep calm under pressure and continue to follow the correct processes even under difficult circumstances
  • Confident with the ability to deal with logistics professionals at all levels, both internally and externally
  • Numerate with strong analytical and problem solving ability
  • Willingness to build strong interpersonal relationships with team members and other departments
  • Gravitas, with the ability to build strong external relationships to enhance and strengthen the company’s profile
  • Confidence and excellence as a communicator (written and verbal) at all levels of a business
Effective Behaviours Framework

ATL has identified a set of effective behaviours which we value and have found to be consistent with high performance across the organisation. Part of the selection process for this post will be to assess whether candidates have demonstrably exhibited these behaviours previously.

Leads by Example:

Leads by example and displays a high-level of personal integrity. Involving team members in decisions and facing-up to unpopular choices, they gain the respect of others through providing local and wider leadership and by promoting a ‘one team’ approach across the business. They also take steps to ensure that the team functions effectively and are able to meet the internal and external challenges faced.

Effective Communication:

Encourages two-way communication in all interactions, choosing the optimum time and approach to maximise their impact, using effective questioning and listening skills and adapting their approach and style to the audiences’ needs.

Collaborative Working:

Works collaboratively with colleagues and forms effective partnerships with internal and external stakeholders. Promoting cross-disciplinary working as a means of achieving shared goals, they take account of areas of common interest and difference and work with individuals and groups to help advance ATL’s strategic objectives.

Delivering Successful Outcomes:

Delivers outcomes in support of ATL’s strategy and goals. They identify the links between the wider strategy and their team’s objectives, communicate this, create the conditions for team performance, involve others, review progress and take action as appropriate.

Continuous Personal and Team Development:

Ensures that all staff possess the knowledge and skills required to carry out their roles to the required standard. They show an interest in their own learning and development and in that of their team members and ensure that all have development plans tailored to their needs. They also champion a culture of continuous learning and improvement and ensure that the lessons identified are applied at work.

Managing Resources, Performance and Risk:

Takes an integrated approach to managing resources, performance and risk. Creating a high performance culture, supported by an effective approach to performance management and risk, they use resources optimally to place ATL in the best position to achieve its strategic objectives.

Champion Effective Change:

Champions change with team members and other stakeholders. Putting the interests of the business first, they plan and implement change initiatives designed to maintain ATL’s position as a well-respected and profitable transport and distribution business and support others to engage with and deliver the business’ change agenda.

Analysis and Problem Solving:

Demonstrates strengths in analytical thinking and problem solving skills. They understand the strengths of different types of data and are able to solve problems relating to their role in order to deliver ATL’s organisational strategy.

Organisational Citizenship:

Promotes ATL’s interests in all internal and external encounters. They actively seek to further the ATL agenda and encourage others to do so, mindful always to do so in an inclusive manner and in keeping with the business’s commitment to internal and external community engagement.

Job Type:

Full-time

Education:

GCSE or equivalent (Required)

Licence:

Driving licence (Required)

Job Location:

Foston, Derbyshire

 

Apply Now– download the application form and send it to 

careers@atl.co.uk

No recruiters please, unless you are on our approved supplier list.