Personal Assistant

Kimberly Clark ,
Northfleet, Kent
More Details
Job Type: Full-time

Overview

Responsible for providing an efficient support service to the UK Manufacturing Director and Northfleet Mill Manager with support to all members of the Mill management team on an as and when required basis. You will deliver internal and external communications support to the Mill to ensure that we communicate effectively, building dialogue and engagement to support our ambition to become a Great Place to Work. Responsibilities: PA support to UK Manufacturing Director and Mill Manager: Diary management and travel arrangements for UK Manufacturing Director - Use K-C approved providers and ensure end to end requirements are met in advance - parking, transfers, car hire etc - Book rooms, conference requirements and guests as required, requiring a strong understanding of the UK PS Manufacturing Director’s role and accountabilities Meeting co-ordination including any offsite - liaise with hotels/conference centers regarding room layout, facilities, equipment and catering conform to K-C standards and processes. Negotiate best rates where possible. Customer & guest visits to Northfleet Mill ensuring correct procedures are observed and high levels of customer satisfaction Expense management using Concur Use a variety of media, market data & insights to produce best in class presentations Ensure compliance with K-C procedures for POs Manage incoming calls efficiently and confidentially, providing advice and assistance when dealing with queries Communications: Help drive site communications with a focus on engagement Write and manage content for all communications channels including working with the management team to produce content for Mill news Create and manage feedback processes including online surveys, town hall feedback Support Mill leaders in communications & presentations Field any day-to-day external/internal enquires including media and input to internal UK comms Produce and update relevant posters within the Mill as and when required (i.e. Lean) Minute monthly Information & Consultation (I&C) and Mill Consultation and Bargaining Committee (MCBC) meetings, posting the minutes on SharePoint HR Webpage - Update the HR webpage on a monthly basis with relevant information. SharePoint: Ownership of front end site SharePoint, including maintenance, management and regular update of site content Audit of SharePoint content to ensure information available is current and up to date from all areas Provide training on SharePoint; how to upload, where to look, how it links to KC SharePoint sites across company etc. Site administration: Responsible for ordering stationery in liaison with the staff shop to ensure sufficient stocks. Implement at least twice annually stationery stock takes, check stationery invoices and monitor stationery budget monthly (with MIT Manager) Arrange tea, coffee, lunch requirements within the Mill as requested. Maintain the Mill visitors list ensuring updated weekly, ensure visitor packs are in place and arrange Mill visits or tours Support all Mill employees in terms of administrative/secretarial duties. Post/copying room - Have overall responsibility for this area, ensuring the room is kept tidy and fully stocked (re-ordering goods when necessary and providing first point of contact for Photocopier engineer Meeting rooms/resources - Responsible administration of resource bookings e.g. beamer Implement, maintain, and drive adherence to a meeting room standard - All meeting rooms are left in a good standard, fully stocked with stationary, flipcharts, etc. PAR system - Responsible for updating the PAR system Working with the Mill Safety Advisor ensure the Safety Arrangements Auditing process is adhered to and update any arrangements as and when necessary. Uniform - Responsible for ordering uniform in liaison with the staff shop on a quarterly basis. Flowers & Fruit - Responsible for the ordering of flowers and fruit in liaison with the Occupational Health Advisor. Charitable Donations - Administer and arrange the collection of charitable donations. Provide support to the HR Dept as and when necessary including dealing with ad-hoc payroll/T&A, Long Service awards, Gift ordering and raising POs etc as required by the HR function Organise site events such as Family Day, Christmas hampers and other activities Experience Required: Educated to A level or equivalent Demonstrable track record in the field of communication and PA experience Advanced knowledge of word, excel and PowerPoint is essential as is the ability to minute take Have excellent interpersonal skills and the ability to be diplomatic and confidential. Being a team player is essential for this role as is the ability to take the initiative and be assertive as and when the need arises. Available to work shift patterns and flexibility to cover shortfalls within the team due to resourcing shortfalls. A high degree of individual responsibility and ownership A talented communicator with great writing and digital skills. Exceptional written and oral English communication skills with knowledge of communications processes and disciplines Operate a continuously improve mindset - identifying opportunities, making recommendations and executing improvements to systems and processes Can do attitude with the ability to adapt to the situation Desire to learn and grow Package: We offer a highly competitive salary which is negotiable depending on experience. We also offer all of these … 6% bonus 25 days holiday, plus the opportunity to buy up to 5 additional days Generous pension contributions Private healthcare Share scheme options Critical illness cover Dental care 24/7 Virtual GP Discounts on gym memberships Travel insurance And many more Sound like the next step in your career or want to know more? Just click apply, and I’ll be in touch

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