Departmental Coordinator – Client Experience

Job Purpose

To Provide office and HR administration support to the Head of Client Engagement, and management team.

Job Overview

The role requires you to excel in enthusiasm and resilience whilst assisting and supporting the Head of Client Engagement and management team on a daily basis.

Day-to-Day Responsibilities

·         To ensure that all employee one to one/review meetings are scheduled in line with the company review structure; with the appropriate invites sent through Outlook and the appropriate room booked using the meeting room booking forms.

·         To be the main point of contact for all purchase orders for departmental equipment.

·         To ensure that for every new employee a new starter form is completed and that they have an allocated desk which is fully stocked and suitable to begin work on day one.

·         To ensure that for every employee leaving that a leavers form is completed, and all materials are collected.

·         Email Work Force Planning an update before 10.00am with any departmental absences. 

·         Incentives Management / stock / submitting monthly update to Finance. 

·         Distributing communications to the wider team.

·         Ensuring that all training manuals for each team are up to date, version controlled and saved.

·         Managing and updating personal files.

·         Referral reporting and updating the team on figures each month.

·         Supporting reception with answering incoming calls and emails in a timely and professional manner.

·         Supporting Drift (webchat)

·         Back up support for client reviews, Feefo, Trust pilot & Glass door

·         Supporting H&S inbox

·         Supporting Client experience inbox

·         Accountability to collate the monthly salary memo based on absence and overtime rates, ensuring that all information is accurately represented,

·         Organisation of daily/weekly movements ensuring sufficient time is allocated for preparation and taking into consideration changes that may arise during the working day.

·         Ad hoc project work.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Job Goals and Metrics

• All written correspondence to contain clear, accurate and thorough information and meet required departmental standards.
• All reviews are scheduled within 1 week of the start date of new employees
• All reviews are scheduled within a rolling 12 month period.
• All HR records are updated by the end of each week

What you Bring to the Team

·         High level of confidentiality and integrity

·         Excellent organisational skills

·         Excellent attention to detail

·         Excellent time management skills and the ability to prioritise

·         Good communication skills

·         Excellent of Outlook, Excel, power point and Word

Why Join our Team?

This is a fantastic multi award winning place to work.  The office is fast-paced and busy so we look for colleagues who have a positive and results focused attitude. Through training and development we make sure that everyone who works here has the resources they need to build their careers.