We have an exciting opportunity for an experienced “PA” to join our Buying department.
The ideal candidate will have previous experience of working as a PA and will be highly skilled in coordinating multiple diaries and meetings.
PURPOSE OF ROLE
To provide a high level of secretarial/ administrative support in a timely and accurate manner to Category Directors and to the Buying Department.
KEY ACCOUNTABILITIES
- Diary Management for Category Directors e.g. supplier meetings on and off site. Proactively review their diaries on a daily basis, resolving any diary clashes if needed and ensuring they have got meeting rooms booked for all of their meetings.
- Provide refreshments to the Category Directors each morning and when required/ requested (tea/ coffee/ water).
- Process expense claims for Category Directors and approving on their behalf
- Complete Fuel Forms for Category Directors
- Attend Category Directors team meetings, prep agendas beforehand and take minutes.
- Provide Category Directors with information prior to meetings e.g. minutes / Supplier Briefs.
- Liaise with the Development Kitchen when arranging Exec Board lunches, range reviews and relevant supplier meetings
- Arrange Supplier dinners
- Collate mail merge information.
- Help facilitate team offsites and socials, supplier events, Christmas party co-ordination and any other applicable events.
- Collect visitors from reception & provide refreshments for Category Directors supplier meetings.
- Inform Reception of CD’s visitors.
- Provide ad hoc support and holiday cover for P.A. when required.
- Book accommodation for CD’s / Buying team when required and ensure that costs
are within budget.
- Booking flights & trains for CD’S / Buying team when required and ensure all foreign travel is recorded on the insurance list.
- Arrange all aspects of Trade Show attendance for Buying Teams to include travel and accommodation
- Completion of Visa’s for foreign travel when required.
- Raise Purchase Orders and keep up to date record of all POs raised
- Manage comprehensive New Starter process/Leaver process.
- Ensure all new starters receive a copy of the GSCOP Code and Policy within one week of joining Iceland and receive GSCOP training within the first month.
- Update Email Groups, Structure, Contact List and Who Buys What & upload to intranet.
- Monitor supplier mailbox daily
- Co-ordinate departmental meetings – R&R, IT, room set-up
- To maintain stationery supplies and process orders as required, within budgetary requirements.
- Carry out duties as a Fire Marshall when required.
- Organise Flower deliveries when required.
- Sort post daily.
TECHNICAL SKILLS
- Knowledge of Diary Management. Good accuracy is a must.
- Proficient in Word, Excel and PowerPoint.
QUALIFICATIONS / KNOWLEDGE / EXPERIENCE
- Able to communicate to all levels.
- Experience of working within a busy office environment.
- Good attention to detail, ability to prioritise workload.
- Proactive approach in dealing with problems and queries.
- Friendly disposition.
- Flexibility.
- 2 years administration experience.
- Ideally hold an admin/secretarial qualification.
- Holds a full, clean driving licence.
Alongside this we can offer you:
- 15% discount in Iceland stores
- 30% discount at Club Individual Restaurants
- 33 days holiday (including bank holidays)
- Pension (NEST)
- Free onsite parking
- Onsite electric car charging ports
- Subsidised staff restaurant and Costa Coffee
- Christmas vouchers
- Refer a Friend Scheme
- Christmas Savings scheme
- Discounted dry cleaning
- Long service awards