Internal Office Administrator

To be considered for this position Internal Office Administrator you must be a current employee of JJ Food Service Ltd. Group Operations Branch Newcastle Team Office Team Job Type Full Time Position Office Administrator Report To Deputy Branch Manager Branch Manager Report From N/A Primary Responsibility Provide a comprehensive efficient, effective and responsive administrative service in order to support a smooth operation of business within the Branch. List areas of daily and long-term responsibilities General Administration Maintain MS Outlook, ensure telephone, email and other queries are dealt with to a high professional standard ensuring information is accurate and in timely manner. Ensure and maintain confidentiality in accordance with GDPR. Maintain excellent customer service, process sales quickly, accurately and efficiently, cash register operations and safeguard company assets. Generate sales leads in order to promote sales of JJ Food Service products and increase annual turnover in line with sales targets. Human Resources duties Administration of the recruitment process, liaise with line managers for Vacancy Request Forms and Individual Record Forms. Correspond with applicants for interview invitations, acceptance or rejection documentation. Communicate with third party providers, where necessary and as authorized by the Human Resources Team. Ensure all employees are fully trained according to their job role. Deliver all required training programs compulsory for Inductions and provide re-training for existing employees. Maintain and check all training records to ensure correct completion of documentation. File relevant paperwork and training records within personnel files. Preparing documentation and information as required. General administration and minute taking of meetings. Taking incoming calls, redirecting calls and message taking/forwarding and any other ad hoc requests. Maintain office stock. Maintain confidentiality and file appropriate paperwork. Produce correspondence, documentation and presentations, using Microsoft Office, JJC/Dynamics. Microsoft D365 and Excel. Customer Collection Interact with customers and input orders to the system for collection. Provide an efficient, customer focused service when dealing with queries and complaints. Counting drivers monies Maintain record of daily opening and closing balance Input transaction entries into system Respond efficiently to queries and respond with appropriate information on products and services Transport Support the Transport Team by preparing documentation and information as required. Ensure drivers stick to driving regulations. Check Tachos on a daily basis and ensure compliance with break and driving regulations. Correlate details of new drivers and forward to VMU for insurance purposes. Every 6 months do driver licensing checks for drivers and for anyone registered to use company vehicles Liaise with VMU with regards to mots, tails lifts booking etc. Book and overlook servicing and safety checks, freezer and tacho calibrations and road tax on a monthly basis. Update spread sheet with relevant information, and liase with VMU ENF Correlate information when accidents happen. After 5pm do accident reports and inform the VMU team. Stock check, invoicing of parts for vehicles. Maintain invoices/receipts from fuel cards. Parking tickets Credit Control Ensure correct billing and procurement of payment for products Input accurate credit amount for customers and to also receipt drivers routes manually when devices are down Take credit/debit card payments (This should only be via chip & pin at the counter, not via phone payment) Credit accounts if shortage of physical stock to invoiced items Adhere to company billing/registration processes Respond efficiently to queries and respond with appropriate information on products and services Maintain up to date information on all customer interactions on the task history database. Check daily outstanding balance from reports sent from Head office and to deal with accordingly Inform Enfield Credit Control if any issues the drivers may face on the road for non/short payments (referencing system) Health and Safety Complete relevant administration in regards to customer complaints, accident reports, training needs/records, investigation minutes and communicate to QA Team Deal with branch related complaint investigation and review activities Follow and promote relevant Company, HSE and Quality standards to enable branch to achieve and maintain excellent results Ensure accident traceability file is updated and communicated with QA Maintain confidentiality in accordance with the data protection act. Be aware of relevant rules and regulations and ensure compliance Be aware of environmental and legislative changes Ensure compliance with policies and procedures for Health & Safety Ensure compliance in accordance with CMI ,ISO standards and DVSA regulations Others Provide feedback to enhance product performance and service delivery Seek to improve relations with regard to the provision of efficient communications to facilitate product development and issue management To ensure that the company internal/external customer care & equal opportunity policies are adhered to at all times. Ensure compliance with policies and procedures for Health & Safety Adhere to all company policies, procedures and business requirements Undertake additional tasks and responsibilities as may be reasonably expected of the role and as necessary in order to achieve the objectives of the department and JJ Food Service goals. Education 5 GCSE’s A-C including Mathematics and English or equivalent. Relevant administrative experience will also be considered. Physical Requirements Lifting: The job will involve manual handling (lifting or moving products or equipment). You will be provided with training to undertake manual handling safely, using the equipment provided where necessary. Physical requirements: pushing, pulling the trolley to carry the above items occasionally. Equipment: you will be trained to use appropriate equipment depending on the load you are required to lift. Skills Able to draft, proof read and correct documentation Able to deal with multiple projects simultaneously Intermediate proficiency in MS Office and Excel Communicating ideas and information in writing/verbally to ensure that information and messages are understood and have the desired impact. It is an express condition of employment that you are prepared, whenever necessary, to transfer to alternative groups or duties within our business. During holiday periods, etc. it may be necessary for you to take over some duties normally performed by colleagues. This flexibility is essential as the type and volume of work is always subject to change, and it allows us to operate efficiently and gain maximum potential.