Job Title: Secretary/Personal Assistant

Location: London

Salary: Competitive

Details:

Top tier niche immigration London law firm is looking for an experienced Secretary/PA to assist them in the successful immigration department.

Key Responsibilities

• Answering calls
• Diary and inbox management, organising meetings, appointments and events
• Documenting processes and procedures
• Preparing training sessions
• Implementing and maintaining procedures/administrative systems
• Ensuring that the file folders and databases are kept up to date and organised
• Preparing various reports in Excel
• Supporting legal case workers with large caseloads of immigration cases
• Typing and completing application forms
• Scanning documents and uploading them onto government application portals
• Initial data entries onto our case management system to open new cases
• Copying, scanning & digital storage of client documents
• Maintenance of files and preparation of full attendance notes
• General administration tasks
• Assistance with the billing of matters – creating invoices, scanning them, sending them to clients

Knowledge and Skills

• Experience in UK Immigration is desirable but not essential
• Experience in administrative/customer service roles
• Experience in using MS Word, Excel, PowerPoint and Outlook
• Excellent file management and organisational skills
• Excellent communication skills along with a clear and confident telephone manner
• Excellent accuracy and attention to detail
• Ability to multitask and work on own initiative
• Ability to deal with matters confidentially and maintain good relations with clients and staff
• Ability to work under pressure to meet tight deadlines

Junior Administrator

Location: London

Salary: Negotiable

Job type: Permanent, Full-time

Evergreen Marine (UK) Limited is in charge of developing UK and Ireland markets.

Evergreen established in 1968 has since become one of the largest shipping lines in the world, and it is fully committed to its customers as well as to environment protection. Evergreen’s recent shipbuilding program to expand its fleet has already deployed several new containerships with the latest marine technologies which were adopted for quality transportation service and also for sustainable development of marine ecology.

About the Junior Administrator role:

This is an exciting opportunity for the right candidate to join our London Office Procurement and Facilities team.

You will have the opportunity to manage and be responsible for maintaining day to day functions of a well-established international company. The role is primarily administrative, however, there is a unique opportunity for the candidate to learn basic facilities operations and management to the General Affairs Team.

We are looking for a friendly, confident individual, someone who has a flexible approach to their jobs with a can-do attitude.

Responsibilities of the Junior Administrator:

Requirements of the Junior Administrator:

If you feel like you meet the above criteria for the Junior Administrator, then please apply now with your CV and Covering Letter!

Job purpose:

• To lead and manage the Facilities Management function across Wembley Multi- Academy Trust (WMAT) schools – WHTC, ELPS and NBS.
• To ensure that Health and Safety standards are strictly met across the schools in WMAT.
• To ensure the security of all premises (and contents) of the schools in accordance with agreed procedures and practices.
• To ensure that the premises are safe and that all requirements of Health and Safety are met.
• To ensure that the premises are maintained and cleaned to a high standard and that all statutory standards for the premises are met.
• To manage support staff (including caretakers, cleaners) with the facilities remit.

1. Facilities Management

• Ensure the safe maintenance of WMAT premises, including ensuring that statutory requirements are effective.
• Ensure continuity of service by the availability of utilities, site services and equipment.
• Be a role model and an effective line manager of premises staff.
• Be responsible for the oversight of staffing and security arrangements,
• Be responsible with the Chief Financial Officer (CFO) for the letting arrangements of the school premises to outside organisations.
• Be responsible for the deployment and work of the site staff.
• Oversee the management of the cleaning contracts and cleaning staff and ensure SLA’s levels are agreed and met.
• Ensure effective systems of supervision of cleaning staff and monitoring of cleaning standards. Ensure accurate completion of daily time sheets and completion of daily diary so that premises works can be monitored and evaluated.
• Ensure that frequent and regular checks of buildings, grounds, furniture, fittings are undertaken and to take appropriate action to remedy any problems.
• Manage the maintenance, repair WMAT assets, including schools’ buildings, furniture and fittings.    
• Maintain and update the asset registers annually. Ensure all assets are recorded accurately, monitored and disposed off in-line with the WMATs Financial Policy.
• Manage the available resources of staff, space, budgets and equipment efficiently and in accordance with the WMAT's Financial Regulations and other policies as appropriate.
• Ensure value for money when ordering materials required within the premises department, including cleaning materials.
• Obtain, when necessary, quotes relating to necessary work and advise CEO, Executive Headteacher and Bursar accordingly.
• Work strictly within the allocated budget, making sure the WMATs interests are paramount in all interacts.
• Ensure that orders placed for approved site works/services are in accordance with approved procedures, specifications, timescales and that the work is supervised and signed off as completed to satisfaction.
• Be the client side link with contracting staff, contribute to specifications, monitoring and review of all major contracts and services and to undertake appropriate administrative processes for specifying and letting minor contracts in accordance with established guidelines.
• Ensure effective monitoring of the work of contractors working on site.
• Oversee the effective and efficient utilisation of all Capital works (under 30K) and oversee the preparation, planning and implementation of all building maintenance and development works.
• Be responsible for the installation and maintenance of all fire-fighting and fire alarm systems. Ensure the maintenance and periodic checking of fire and other safety equipment by a specialist contractor. Ensure the periodic checking of the fire alarm system and equipment as detailed in the Fire Safety Logbook. Initiate and record regular fire drills.
• Ensure effective response (on a list basis) to call outs by police and Alarm Company Control during closure periods, including nights and weekends, in compliance with the schools Working Policy.
• Be responsible for all aspects of the schools’ risk management, including ensuring all necessary risk assessments are completed and the necessary checks are in place to meet all audit requirements.

2. Security

• Ensure the security operation of WMAT premises, including ensuring that statutory requirements are effective.
• Ensure a safe environment for all the stakeholders of WMAT. 
• 3. Health and Safety
• Ensure that Health and Safety legislation and excellent practices are fully observed across the WMAT estate.
• Ensure a safe environment for the stakeholders of WMAT at all times (a safe and secure learning and working environment).
• Ensure the full implementation of policies, procedures and processes concerning Health and Safety (including risk/emergency management).
• Monitor and revise (when appropriate) documentation related to the areas of specific responsibility.
• Monitor systems relating to minor maintenance/health and safety/accommodation/ resources.    
• Ensure the Health and Safety Policy is fully compliant with the requirements of the Health and Safety at Work Act and other legislation and ensure that this is put into practice and is reviewed and assessed at regular intervals or as circumstances change.
• Ensure statutory requirements are in place and are reviewed regularly, including Fire Drills and Lockdown.
• Promote health and safety in WMAT as set out in the Health and Safety Policy.
• Ensure systems are in place for effective monitoring, measuring and reporting of health and safety issues to the CEO, Executive Headteacher and Headteacher and, where appropriate, the Health and Safety Executive.

4. Management

• Immediately inform the CEO and CFO of any technical issues (including budgetary implications), which may impact the work of the schools.
• Be responsible for the management of a rolling programme of maintenance, redecoration, minor refurbishment, furniture renewal and relocation of subjects/functional areas.
• Manage aspects of small building projects (up to 30K) and maintenance work undertaken on the schools’ premises, including acting as the senior point of contact with regard to liaison with building contractors.
• Ensure implementation of school rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).
• Maintain confidentiality of information acquired in the course of undertaking duties for the schools.
• Keep abreast of developments and identify possible areas where there is scope to improve systems and procedures.
• Develop self within the post, undertaking training as appropriate to ensure that relevant knowledge and skills are updated in order to support the development of the schools.

5. Board of Trustees (BoT) Responsibilities

 Report as required to the BoTs (including attendance at the Trustees Meetings) on: H&S (including security), premises, and small projects.

Person Specification WMAT Director of Estates

1. Experience or the ability to lead in the management of large or several premises.
2. Strong understanding of Health & Safety regulations and DfE expectations of good estate management.
3. Understand the basics of estate management and systems such as heating, ventilation, electrics, intruder alarms and fire alarms etc.
4. Understand how to maintain buildings and be able to undertake or direct basic building repairs and maintenance.
5. The ability to operate and understand gas/electrical/mechanical/water/heating systems.
6. Be able to draw up risk assessments and quality assure them.
7. Understand and maintain documentation required by the HSE.
8. To be able to draft up contracts and get the best value for money.
9. Ability to perform the physical tasks required by the post.
10. Ability to draw up and scrutinise rotas for cleaning staff to ensure that all premises have high standards of cleanliness.
11. Be able to take a strategic view and be able to action short and medium term plans.
12. Be able to negotiate the best price for premises related contracts.
13. Ability to gather information, analyse data and problem solve.
14. Ability to prioritise and manage workflow whilst maintaining a flexible approach to respond to urgent requests.
15. Display a conscientious and logical approach to the role.
16. Ability to lead and manage people directly and indirectly.
17. Ability to adapt to changing and conflicting demands.
18. Ability to adhere to all policies including safeguarding and equality policies.

Property Manager / Administrator

Angel, Islington

About Us

Hemmingfords is a five-star rated estate agency that focuses on impeccable service and the unique personalities of our team to drive business success. We’re the local property experts with particular knowledge of Islington and Shoreditch.

Our company ethos is to leave people feeling better for having delt with us. We pride ourselves on our personable service. We always strive to go above and beyond our customer’s expectations in every aspect of our service.

We’re now looking for a personable and confident Property Manager / Administrator to join our close-knit team in Islington and support our landlords and tenants.

The Benefits

- Salary of £24,000 - £26,000 per annum

- Performance bonus

- Fast track career options

- Company iPhone

- High-performance and exciting work culture

- Generous reward package

- Comprehensive training programme

- Property sector qualifications

- Team and social events

- Annual Christmas party

- Holiday and loyalty bonus

- A friendly office cat called Waffy!

This is the ideal role for a property professional to step up, advance and grow their career with our customer-focused estate agency.

We’ve built an incredible reputation for service and our portfolio speaks volumes about our depth of skills and expertise. You’ll have the chance to learn from the best and enhance your existing experience levels with our outstanding team.

What’s more, we are offering a superb package alongside great training, a friendly, sociable environment and some wonderful perks. So, if you are ready for a change and to take your next step on the ladder, this is the role for you.

The Role

As a Property Manager / Administrator, you will be tasked with delivering outstanding service to Landlords and Tenants in a flexible and responsive manner.

The service our clients and renters have come to expect is second-to-none and, in today’s competitive property market, putting them above all other considerations is the key to success. Your role will involve providing effective, regular communication, dealing with requests and issues efficiently and ensuring all properties are up to standard, safe and ready for occupation.

Specifically, you will:

- Build and maintain great relationships with both landlords and tenants

- Monitor and deal with repair and maintenance requests and ensuring works are completed

- Attend regular meetings with the Lettings Team

- Maintain your knowledge of property legislation

- Carry out pre-tenancy inspections

- Provide assistance at the end of tenancies including communications in relation to deposits

- Complete supporting admin, records and logs

About You

To be considered as a Property Manager / Administrator, you will need:

- To have experience in the property market and take pride in liaising with landlords, tenants and contractors to resolve both technical and practical issues

- Experience of delivering impressive levels of customer service

- To thrive under pressure

- A great eye for detail

- To demonstrate strong administrative and IT skills

- The ability to work as part of a team

- Superb organisational and communication skills

- To be proactive and have a passion for problem solving (with a smile!)

Other organisations may call this role Lettings Consultant, Lettings Advisor, Tenancy Advisor, Property Consultant, Lettings Negotiator, Estate Agent, or Lettings Agent.

You may already possess experience in one (or more) of the following roles: Property Administrator, Property Assistant Manager, Property Assistant, Lettings Administrator, Tenancy Officer, Accommodation Administrator, Housing Operations Assistant, or Tenancy Administrator.

Webrecruit and Hemmingfords are equal opportunities employers, value diversity and are strongly committed to providing equal employment opportunities for all employees and all applicants for employment. Equal opportunities are the only acceptable way to conduct business and we believe that the more inclusive our environments are, the better our work will be.

So, if you’re seeking your next challenge as a Property Manager / Administrator, please apply via the button shown. This vacancy is being advertised by Webrecruit. The services advertised by Webrecruit are those of an Employment Agency.

• Answering telephone enquiries
• Ensuring all email correspondence is answered
• Typing administrative letters
• Assisting the team with general administrative duties

The successful candidate for this for this NHS Administrator/Typist role must have:

• Previous administrative experience
• Previous experience working for the NHS
• Excellent telephone manner
• The ability to work independently
• Great time management skills

On offer to the candidate is the opportunity to work as an NHS Administrator/Typist for an NHS Trust in South London. The successful applicant will have demonstrable experience working for the NHS in an administrative capacity.

This is a temporary role working as an NHS administrator/typist in London. You must have previous administrative experience working within the NHS to apply.