Location: Gillingham, Dorset
Purpose of Job:
To provide administrational support to the Chairman and Managing Director for operational and strategic taskings. In parallel, you will oversee the management of our Quality Standard Accreditation, exposing you to the broader organisations' employees, policies, and procedures. The intertwined responsibilities will enable the successful candidate to become a source point of company practices and due diligence. Please note a background in Quality is not essential as the company will facilitate a Quality Management training course
Executive Assistant Key Duties and Responsibilities: • Manages day to day calendar(s) of the Chairman and Managing Director. • Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls. • May prepare and review materials and correspondence for meetings. • Assist with creation/modification of presentations, spreadsheets, and other various documents. • Coordinates travel arrangements; prepare and distribute schedules/agendas. • Prepare, reconcile, and track expense reports through expense system. • Orders supplies and process invoices. • Process and follow-up on Virtual Requests. • Assists in ad-hoc reports special projects as needed. • Train, coach or guide other administrative staff when required.
Quality Manager Key Duties and Responsibilities: • Liaising (POC) with NQA for External Audits of ISO 9001, 14001, 45001 & 27001 (in conjunction with our ISO 27001 lead for ISO27001). • Production and maintenance of annual IBMS Internal Audit programme, issuing reminders, staffing reports and advising TSD. • Carrying out Internal audits (either as auditee or auditor). • Arranging ISO review meetings, issuing agenda and producing minutes. • Maintaining IBMS Documents inc. Policies, Procedures, Forms, etc. (including version control and Document Register. • Maintaining wider Registers (Non Conformance, Approved Supplier, Objectives, Disposal Of IT)
Skills: • Previous office administration experience preferably within a similar organization • Highly proficient in Microsoft Office suite. • Consistently demonstrates clear and concise written and verbal communication skills. • Demonstrated ability to quickly gain command of new systems. • Self-motivated and detail oriented. • Strong research and analytical skills.