Team Assistant

Overview

Chatsworth is looking for an assistant to join our busy PR team.  It is a varied role, supporting our Operations Manager, blending PA duties, office management as well as some finance and HR administration.  It is not vital to have prior experience in all areas – this is a great role for learning new skills and you will receive training in all areas.  This individual will be a core part of the Chatsworth team, organising socials and keeping the office running smoothly.

This position is available immediately, and we hope to have the ideal candidate on board as soon as possible.  This role will suit a candidate who wants to work in a small, creative team, operating in a flexible and hybrid manner between home and our offices at Exmouth House, Farringdon.

This individual will need to have excellent organisational skills and attention to detail.  They must have a can-do attitude and a willingness to take on new tasks.  It is important to have a high standard of written English, essential for all correspondence, as well as an engaging personal communication style on the telephone and with clients and the team.  Computer skills in word, excel are essential, and PowerPoint would be helpful.   The role does not require experience in the finance sector or PR.

Key Skills

  • Willing to be the right-hand man or woman of the Operations Manager
  • Sharp eye for detail
  • Excellent organisational skills
  • Numerically literate
  • Proficient in Microsoft Office
  • Ability to build relationships and communicate well with other people
  • A positive attitude, and willingness to take on tasks and become a company go-to
  • Self-management skills; able to organise work, prioritise and deliver tasks on time

Outline of responsibilities

Operations – 15%

  • Produce monthly team hours reports using Iris timesheets
  • Produce weekly hours updates using Iris timesheets
  • Collect CEO hours weekly
  • Print ad hoc timesheets/reports

Finance – 20%

  • Process supplier bills
  • Download weekly banking to iris and explain transactions
  • Process LinkedIn receipts for client and Chatsworth campaigns
  • File quarterly VAT return
  • Set up contacts and projects on iris
  • Facilitate changes to client details on iris
  • Keep Chatsworth rate card updated
  • Update Team rates (tasks) on Iris
  • Manage e-receipts for annual accounts
  • Manage company direct debits
  • Produce monthly expense reports & contribute to the annual budget process

 HR – 20%

  • Save all payslips monthly to OneDrive
  • Process year-end P60s
  • Administer all induction tasks for new starters
  • Add new starters to internal systems (iris free-agent & iris HR)
  • Manage BUPA agreement, adding and removing employees
  • Manage Perkbox account, adding and removing employees

 Legal – 10%

  • Administration of first aid & fire safety compliance

 Office Management – 20%

  • Maintain stationery supplies
  • Liaise with Workspace for office maintenance needs
  • Manage office key spreadsheet, adding and removing employees
  • Manage office cleaning contracts (Olivers Mills & Calabash Mint)
  • Manage office supplier contracts (Excell & British Gas)
  • Answer Chatsworth telephone
  • Stay aware of ‘contat@chatsworth’ inbound emails
  • Manage office Loan items and spreadsheet
  • Purchase any office equipment required
  • Process weekly Ocado order
  • Keep office tidy

 PA – 15%

  • Provide general Team support where needed e.g. booking team calls
  • Provide additional PA support to Operations Manager when needed

Development of Role

The Team Assistant will be managed by our Operations Manager.  The manager will be responsible for setting clear objectives and ensuring that the Team Assistant is given opportunities to practice and develop the skills of their role and to learn how their tasks impact the company as a whole, looking at the bigger picture. We hold reviews three times a year to reflect on progress formally, however, the manager and new employee will have regular catch-ups inbetween these reviews to ensure the Team Assistant always knows how they are progressing.

Apply here