Administration Assistant

Ortho Consulting Group are searching for an experienced personal/administration assistant to join their small and busy team. We are looking for a self-motivated individual with excellent communication skills, who is ready for a challenge and who can work as an integral part of the team.

Job Location:
Newbury, Berkshire

Required licenses or certifications:
Driving License

Key responsibilities of the role

You will work particularly closely with the senior leadership team, providing them with wide ranging-administrative support. Your work will be varied, and your responsibilities would include organising travel and hotels, data entry, answering the phone, responding to emails, maintaining accurate records, event and meeting organisation, taking minutes at meetings and acting in a personal assistant capacity to the leadership team.

You will bring proven experience at successfully supporting Senior Executives, a positive & can-do attitude with resilience to remain calm when under pressure and amazing attention to detail.

You will possess strong communication skills with the ability to influence and challenge when appropriate. You will possess highly proficient secretarial skills including MS office/Outlook /PowerPoint and Excel.

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Role Responsibilities

  • Managing diaries and organising meetings and appointments.
  • Booking and arranging travel, transport and accommodation, including visa’s, flights, accommodation and transfers.
  • Extensive diary support for the Directors including scheduling, organising and prioritising appointments.
  • Organising internal and external meetings including anticipating and prepping material, agendas, taking minutes and chasing actions where appropriate.
  • Providing PA support to the Director with business matters (including proofreading client reports).
  • Working alongside the marketing team to help with the organisation of events and conferences if needed.
  • Reminding the manager/executive of important tasks and deadlines.
  • Typing, compiling and preparing reports, presentations and correspondence.
  • Develop, maintain and manage databases and filing systems.
  • Implementing and maintaining procedures/administrative systems.
  • Collating and filing expenses.
  • Conducting research on behalf of the managers.
  • Manage contact with employees, customers and suppliers by email and telephone.
  • General office administration: perform tasks requested by the office team. Document filing up to date on a daily basis.
  • Assistance with daily Office operations as required.
  • Balance speed and accuracy to ensure no delay to other departments
  • Follow procedures to enable a “right-first-time” attitude
  • Assisting with other areas of day to day office administration

Person Specification

  • Excellent interpersonal, written and verbal communication skills.
  • Ready to offer excellent support to the leadership team
  • Confidence in dealing with a diverse range of people
  • A willingness to adapt and learn on the job
  • High integrity and can maintain strict confidentiality at all times
  • Excellent attention to detail and problem-solving skills
  • Have a flexible approach to work and display a willingness to undertake varied responsibilities, working alone or as part of a team.
  • Strong organisation and time management skills
  • Ability to create and follow robust processes
  • Pleasant telephone and customer liaison manner
  • Ability to work well under limited supervision
  • To be reliable and have good timekeeping is essential.
  • Ability to prioritise
  • Good documentation skills, being neat and tidy with a methodical and accurate nature;
  • Team orientated and flexible with a positive outlook;
  • Creative, with the ability to identify opportunities;
  • Good standard of education ideally to A level (Maths & English GCSE minimum)
  • Good standard of proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Knowledge of office management systems and procedures
  • Previous experience within a corporate administrative support environment.
  • Must be a team player, flexible in approach and attitude and able to establish and maintain positive working relationships
  • Flexibility and the bandwidth to work across different ad-hoc projects with the ability to build effective relationships and break down any barriers
  • Be able to analyse and recognise problems and exercise good judgement with the ability to make sound decisions.
  • Punctual, polite, professional and courteous towards customers.
  • Strong organization skills.
  • Ability to work on your own initiative with minimal supervision and having an organised and thorough approach to work.
  • Ability to successfully prioritise, manage time and resources, displaying effective interpersonal skills.

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About Us

We are a team of industry experts who specialise in global strategy, sales growth, building and strengthening sales channels in orthopaedics and spine. We provide a bespoke, international retained search service to SME orthopaedic partners, and offer manufacturers and distributors a platform to advertise business needs, find new leads and contacts.