Administrative Secretary/Recruitment Co-Ordinator

The Job Role

If you are looking for a new challenge with a global market leader which designs and manufactures aerospace search and rescue equipment, HR Smith Group of Companies is the one for you.  We have over 5 decades of experience and are dedicated to finding the perfect solutions for our customers.  The HR Smith Group, a world leader in airborne antennas, search & rescue equipment and aerospace electronics, has the following vacancy for an enthusiastic person to provide secretarial and reception duties in our Business Administration Centre. 

Role Responsibilities

• Organise and administrate the recruitment process, including uploading job adverts onto recruitment platforms, sponsorship of adverts, processing applicants, coordinating updating spreadsheets and reporting documents and communicating with candidates and managers.
• Answer incoming telephone calls and transferring callers to relevant staff members.
• Reception duties to including meeting and greeting visitors and guests, 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 to include stock control and ordering of stationary. 
• Keep all telephone directories up to date and distribute through the company, as required.
• Produce and distribute timesheets on a 5-weekly cycle.
• Control fleet vehicles onsite, ensuring fleet maintenance is kept up to date.
• Control diary for the booking of Conference and meeting rooms as required.
• Liaise with internal departments and communicating with external 3^rd parties.
• Create agendas, schedules and take minutes for meetings, conferences and other assigned events as and when required.
• Draft and file documents, as well as entering data and maintaining databases.
• Keep all three telephone directories up to date and photo copy and distribute the Rotherwas Extension Numbers Directory as required.
• Assist Directors when required with personal and business administration.
• Distribution of information for promulgation on Company noticeboards.
• Responsible for ensuring reception desk is manned during office hours with the exception of holidays/sickness.
• Supervision and training of the Receptionist duties.
• Manage and supervise workloads within reception, as well as drivers/general assistants.
• Principal point of contact for the facilities department and organisation relating to Reception duties.

Job requirements:

• Experience with taking minutes of meetings and have excellent key board skills
• Highly proficient using Microsoft Office suite software, 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 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.
• Approachable, supportive and willing to assist colleagues constructively.
• Proven supervisory and leadership experience with ability to motivate and manage diverse staff

Benefits

• 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 a maximum of 26 days.
• Life Insurance Scheme – 3x annual salary.

We have a positive, professional and welcoming environment; you will have the opportunity to work within a fully integrated multidisciplinary business. We offer good job security and stability with career development opportunities for the right candidate.

Full Time Position

• Hours are based on a 40-hour week, Monday to Friday 8.00 am to 4:30 pm with half an hour each day for lunch. No weekend, evening or bank holiday working.
• Salary commensurate with experience.
• Free internal training provided as required.
• Opportunities to progress, promote internally and up skill.

Due to the nature of the business being a manufacturing environment, working from home arrangements are not available.