Deputy Administration Manager

Job Title: Deputy Administration Manager

The skills you will need: English fluent, Solid proven administration, front line, monitoring and control petty cash to pay invoices experiences.

Your New Salary: Up to £50k (depending on experience). Discretionary bonus scheme in place.  If a bonus is paid, it will be linked to performance.

Fully Office Based

Perm

Start: ASAP

Reports To: Director of Administration Dept.

Deputy Administration Manager - What You'll be Doing:

• Monitor and control petty cash to pay invoices.  Check all invoices in detail to ensure no duplicates of payments. Make payments and accurately record details of expenditure and keep copy of all invoices and supporting documents in Administration file. 
• Monitor refreshments and the office stationery stock and order/purchase items as necessary to ensure sufficient stocks are available at all times.  Maintain supplier lists and check the market price for all items purchased regularly at least once every quarter to ensure all prices are up to date.
• Responsible for assisting in planning and executing IT related tasks, including supporting system development, implementation, and maintenance. Collaborates with teams to identify needs, develop technical solutions, and optimize digital tools for organizational efficiency.
• Liaise with contracted office support staff to provide guidance and ensure acceptable levels of service are provided.  Raise any issues or concerns with contractor, and if not resolved with Section Head.
• Provide accurate, up to date information on expenditure in Administration to assist Section Head to monitor expenditure.  Assist as necessary in preparation of regular budget reports and annual budget.
• Assist in maintaining accurate and up to date employee contact details. Act as Administration focal point for requests relating to new employees, ensuring timely issue of ID cards, access cards, etc
• Arrange office maintenance for all departments as per allocated requests from departments. Contact contractors to obtain quotes as necessary in accordance with company policy and instruct work in consultation with Section Head.  Check work is completed on time and to required standard.  Raise any issues or problems arising with Section Head.  Make payments for all cases and accurately record details of expenditure and keep copy of all invoices and supporting documents in Administration file.
• Liaise with all departmental focal points to schedule access to archive room as and when required.  Maintain detailed records of access and documents deposited and removed to ensure security of documents and compliance with company policy.  Act as focal point for Administration to maintain electronic and hard copy filing systems to store and retrieve documents efficiently.
• Maintain accurate and up to date inventory and fixed asset records as per company policy.  Liaise with departmental focal points to ensure all items are properly checked, recorded and labeled.  Provide reports to Section Head as required.
• Provide general secretarial and clerical support including but not limited to, arranging meeting, preparing agendas for meeting, filing, photocopying, faxing, mailing and covering reception duties as and when required

Deputy Administration Manager - The Skills You'll Need to Succeed:

• Fluent in English both verbal and written.
• Solid proven administration, front line, monitoring and control petty cash to pay invoices experiences.
• Relevant degree, diploma, or secretarial course with relevant experience.
• Computer literacy, including outlook, word and excel
• Well-developed numeracy and calculation skills