Administrative Secretary​/Co-Ordinator

Overview

HR Smith Group of Companies is a global market leader which designs and manufactures aerospace search and rescue equipment. The group has over five decades of experience and is dedicated to finding the perfect solutions for our customers. We are seeking an enthusiastic person to provide secretarial and reception duties in our Business Administration Centre in Hereford. This is a full-time position with a 40-hour week and no weekend, evening or bank holiday work.

Salary is commensurate with experience. We offer career development opportunities, a positive and professional environment, and good job security.

• Organise and administer the recruitment process, including uploading job adverts onto recruitment platforms, sponsorship of adverts, processing applicants, coordinating and updating spreadsheets, reporting documents and communicating with candidates and managers.
• Answer incoming telephone calls and transfer callers to relevant staff members.
• Reception duties including meeting and greeting visitors, issuing visitor passes.
• Organise visitor refreshments and lunch when requested by Directors or Senior Management.
• Process and distribute incoming post, faxes and emails.
• General administrative duties including stock control and ordering of stationery.
• Keep telephone directories up to date and distribute through the company as required.
• Process and distribute timesheets on a 5-weekly cycle.
• Control fleet vehicles onsite, ensuring fleet maintenance is kept up to date.
• Manage the diary for booking of conference and meeting rooms.
• Liaise with internal departments and communicate with external third parties.
• Create agendas, schedules and take minutes for meetings, conferences and other assigned events as required.
• Draft and file documents, enter data, and maintain databases.
• Assist directors with personal and business administration when required.
• Distribute information for promulgation on Company noticeboards.
• Ensure reception desk is manned during office hours with exceptions for holidays/sickness; supervise and train reception staff.
• Manage workloads within reception and supervise drivers/general assistants.
• Act as principal point of contact for facilities department relating to reception duties.
• Experience with taking minutes of meetings and strong keyboard skills.
• Highly proficient with Microsoft Office suite (Excel, Outlook, etc.).
• Previous reception and customer-facing experience with a professional, service-oriented approach.
• Secretarial background including diary management, scheduling and meeting coordination.
• Solid administration skills including filing, documentation and process management.
• High attention to detail with consistent accuracy under pressure.
• Strong communication, interpersonal, customer service and organisational abilities.
• Professional, presentable, self-disciplined and reliable in demanding environments; approachable and supportive.
• Proven supervisory and leadership experience with the ability to motivate and manage diverse staff.

• Previous reception and customer-facing experience with a professional, service-oriented approach.
• Secretarial background including diary management, scheduling and meeting coordination.
• Solid administration skills covering filing, documentation and process management.
• High attention to detail with consistent accuracy under pressure.
• Outstanding communication, interpersonal, customer service and organisational abilities.
• Professional, presentable, self-disciplined and reliable in demanding environments.

• Free onsite parking.
• Free refreshments (tea and coffee).
• Casual dress.
• Company social events.
• Opportunity for company bonuses.
• Cost of living reviews carried out annually by the Directors.
• 20 days holiday plus bank holidays and your birthday off (to be taken any time in the year).
• Long service holiday accrual scheme where you gain 1 extra holiday day per year from 5-10 years' service up to 26 days.
• Life Insurance Scheme - 3x annual salary.
• Full-time position; hours are Monday to Friday, 8:00am–4:30pm, with 30 minutes lunch; no weekend, evening or bank holiday work.
• Free internal training provided as required.
• Opportunities to progress, promote internally and upskill.
• Due to the manufacturing environment, working from home arrangements are not available.