/Admin, UK

ICE Administration

Location : Haslington, Cheshire, UK. Office based but some home working possible once candidate proven

Salary : Dependant on Seniority and Experience but approximately 20-25K per year

Duration : Permanent

Nature : Full time or near full time

Interested? : Contact us in confidence with a relevant CV, and a simple, short cover email stating your current situation.

If employed your current salary and benefits ensuring that your current employer, and length of time at that employer is mentioned in the letter or CV; also you minimum expected benefits/salary. Note if this is not included, we simply reject. mail to: Stuart Campbell, CEO, Information Catalyst (stuart.campbell@informationcatalyst.com)

ICE, Information Catalyst (www.informationcatalyst.com), is a high-tech, future looking SME operating in the ICT and software domain. ICE is currently looking for a range of highly motivated personnel as we grow including someone responsible for a mix of activities coming under the banner of Administration, Marketing, and (junior) Project Management based in Cheshire, UK and thus the candidate should be local. The primary task though is Administration. The key responsibility will be to offload many of the elements that the CEO is currently involved with, allowing them time to focus on core business development aspects. ICE participates in several exciting R&D projects (FP7, H2020…) to strengthen developments in the areas of science, technology, and innovation. Our profile revolves around Big Data, Integration, Cloud, Services and generic software development. These projects are large-scale, cutting edge, and including partners such as leading IT companies and Universities from all around the world.

As an SME we are looking for a flexible person who can contribute proactively to a range of activities, as listed below and further grow our expanding team. Interested candidates must have a good background in Administration, and other skill such as Marketing, or Project Management are a definite asset.

As well as assisting in day to day administration of the company, in this part/fulltime function, you will act as one of the members of a multifaceted and multicultural teams that will also support project management, dissemination and communication activities and whilst not essential it would be beneficial to have experience of website content creation and the production of marketing material using off the shelf commercial packages.

What do we offer?

  • A challenging job in an international and multicultural environment
  • A competitive salary
  • An opportunity to work with leading IT companies and Universities
  • An opportunity for flexible working
  • An opportunity to work from home although main time is office based
  • 21 days of paid leave
  • Start date: ASAP

What do we expect from you?

Administration

  • The focus of the role will be on administering time-keeping systems in particular but also expenses, booking travel, HR administration and general matters
  • Note you should have good experience of Word, Excel and general administration in Small companies or departments.
  • CRITICAL to this role is attention to detail; slow and meticulous vs high speed and wrong.
  • Develop, establish and maintain effective office administration systems to cover all administrative duties including financial, banking and time-management systems
  • Effectively and efficiently process correspondence, administrative papers and reports for the CEO including processing work related queries on a daily basis; identify priority calls, liaise with the wider ICE team to facilitate the appropriate responses.
  • Update spreadsheets and databases in order to record, analyse and prepare service user statistics, contractual data and other information as required. Some experience with Excel and Word is mandatory and those with knowledge of formulas will be preferred.
  • Take responsibility for the continued updating of internal and external organisational information sources: to include website.
  • Be responsible to assist with general bookkeeping, payroll and banking procedures and maintain budgetary records and data in conjunction with the designated accountant.
  • To produce budget reports and assist with providing accounting information on a regular basis.
  • Coordinating travel bookings, expense claims and meeting management.
  • In conjunction with the Management Team, establish and provide regular finance and other required data reports for the organisation; update and provide spreadsheet and data base information to record, analyse and present necessary information to inform of the effectiveness and sustainability of the organisation.
  • Ability to check and proof-read documents with a good to excellent knowledge of English is needed as well as the ability to recognise inconsistencies and resolve them.

You may also be involved in the following admin elements :

  • Develop, establish and maintain effective office administration systems to cover all administrative duties including financial, banking and time-management systems.
  • Effectively and efficiently process correspondence, administrative papers and reports for the CEO including processing work related queries on a daily basis; identify priority calls, liaise with the wider ICE team to facilitate the appropriate responses.
  • Update spreadsheets and databases in order to record, analyse and prepare service user statistics, contractual data and other information as required. Some experience with Excel and Word is mandatory and those with knowledge of formulas will be preferred.
  • Take responsibility for the continued updating of internal and external organisational information sources: to include website.
  • Be responsible to assist with general bookkeeping, payroll and banking procedures and maintain budgetary records and data in conjunction with the designated accountant.
  • To produce budget reports and assist with providing accounting information on a regular basis.
  • Coordinating travel bookings, expense claims and meeting management.
  • In conjunction with the Management Team, establish and provide regular finance and other required data reports for the organisation; update and provide spreadsheet and data base information to record, analyse and present necessary information to inform of the effectiveness and sustainability of the organisation.
  • Ability to check and proof-read documents with a good to excellent knowledge of English is needed as well as the ability to recognise inconsistencies and resolve them.

WHILST NOT A FOCUS OF THE ROLE, YOU MAY BE ASKED ALSO TO BE INVOLVED IN :

Marketing

  • To perform ICE orientated product/company marketing – eg maintenance of web content, producing brochures.

Project Management

  • A supporting project management role largely assisting ICE project leads in the projects they are working on. This will involve chasing personnel from other companies for information (financial, time, action completion), maintaining spreadsheets/databases/repositories, making minutes and actions list and in general helping the project lead to deliver the expected project outcomes.

General

  • Ability to work under pressure and deliver accurate and timely information to agreed deadlines.
  • Good skills in numeracy, budget management processes and related transactions.
  • Ability and willingness to work as part of a team; to support problem solving activity in order to develop, improve and sustain core business.
  • Good level of general education, with good standard of literacy, numeracy and IT/financial competency.
  • Trained in IT and finance applications including: (essential) Microsoft packages e.g. Word, Excel, PowerPoint.
  • Experience in managing an office / administrative environment and all associated processes.

What we are NOT looking for, those with:

  • Minimal experience of Word AND Excel.
  • The inability of working during school holiday (of course normal holiday durations are possible).
  • Recent graduates and similar with business degrees but no practical experience.
  • Those living more that 20-30 minutes commute from Haslington but noting start times can be as late as 10am.
  • Those whose current role is eg reception or minor office activities, and no real experience.


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