BU Administrator

Taylor Wimpey plc

  Make a Home at Taylor Wimpey   At Taylor Wimpey, we don’t just build houses; we build futures. Not just for the people who live in our homes, but for our own people too. When we bring our collective skills together, we make amazing things happen - for ourselves, for each other and for our customers. There are incredible opportunities on your doorstep, and we want you to discover them all.

With 22 regional offices across the UK and operations in Spain, we bring our vision to life locally. Here, you’ll be given the tools to develop your skills and the freedom to explore new avenues. Share your ideas, experience a no-blame culture, and shape your work around your life.

Every single one of us plays a vital role in bringing to life incredible places and spaces, where anyone can thrive. We believe in making a positive difference to our planet, as well as to people.

Home to work that matters, and you can be a part of it.

Job Summary

To deliver an efficient, customer-focused professional secretarial service.
To ensure the effective and accurate processing of Directors’ correspondence, documents and systems in line with their business needs.  
To oversee the effective practical operation of the Taylor Wimpey regional office.

Primary Responsibilities

Multi-tasking to ensure compliance with office procedures and controls.
Ensure that standard weekly / monthly processes are completed in good time.
Maintenance of records and filing.
Diary management
Travel arrangements
Telephone liaison and message taking at all levels
Providing emergency cover for reception area and rotation, meet and greet guests.
Administration    
Providing a wide range of proactive administrative support to the Business Unit. Duties to include but not limited to;
 
Diary management and administration of key meetings to include minute taking and agenda preparation
Preparation of reports and daily management of general office duties
Working with directors, on confidential issues, providing support, submitting expenses etc.
Support the BU on HR procedures and follow them up afterwards. Taking care of new starters and leavers, preparing offer packs and references. Liaising with Line Managers to ensure a smooth entry/departure from the business
Scanning HR Files and all HR Documents onto individual employees’ electronic files on MyHR Payroll system
Attend when required any Disciplinary / Grievance Meetings as note taker for HR / Line Manager
Recording and reviewing holiday requests
Typing – Use templates already set up for memos and letters. Compose new templates as required. Audio and copying typing as required
Travel / Accommodation – Arranging flights and hotel bookings where required.
Hospitality / Meetings – Preparing for meetings. Booking catering, preparing teas and coffee as required.
Fielding queries from outside companies
Supporting if required in dealing with customer complaints, incidental land issues, following them up afterwards and ensuring the correct procedures have been followed
Keep documentation up to date as required, HSE manuals and TW documentation. Filing – add new files/ changing systems/ archiving. Providing doc hosting administrative support
Booking cover for departments, liaising with local agency as required. Supporting directors with employee holiday bookings and keeping a calendar of up coming holidays booked in a department
Create and update F10’s and other statutory documents
Ensure flow of information to sites and supporting PM’s if required
Raising of purchase orders and Invoicing
Keeping training matrix’s up to date and booking training accordingly to ensure staff have required training in place without it lapsing
Updating and inputting data to coins
Ordering of PPE and keeping a stock in the BU head office for new starters
Record keeping of all accidents and site safety visit paperwork and any actions required by reports   
Any other administrative duties as required to meet the needs of the business      

Experience, Qualifications, Technical Requirements

Highly competent PC skills, including MS Word, Excel, Outlook, PowerPoint, MS Teams
Must have exceptional administrative and…