Administrative Secretary

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 6 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

• Provide a professional and efficient front-of-house service, including meeting and greeting visitors, issuing passes, and managing incoming calls
• Maintain a consistently organised, presentable, and well-managed reception and meeting environment
• Provide comprehensive administrative and secretarial support to Business Administration and Directors
• Prepare agendas, coordinate schedules, and attend meetings where required, producing accurate, structured, and timely minutes suitable for formal business use
• Draft, format, and manage professional correspondence, reports, and internal documentation to a high standard
• Maintain accurate administrative systems, records, and databases, ensuring information is kept up to date and accessible
• Process and distribute incoming and outgoing post, emails, and communications in a timely and organised manner
• Coordinate meeting room bookings and maintain scheduling systems
• Produce and distribute timesheets in line with business cycles
• Order and manage stationery and office supplies
• Maintain three internal directories, ensuring company information is kept up to date and distributed as required
• Liaise with internal departments and external third parties
• Distribute information for communication across company noticeboards
• Support and coordination of internal events and staff activities, including seasonal and company-wide initiatives
• Organise visitor refreshments and buffet lunches when requested by Directors or Senior Management
• Coordinate and maintain administrative oversight of company fleet activities
• Ensure vehicle servicing, MOTs, maintenance, and repairs are scheduled and recorded appropriately
• Maintain accurate fleet records and documentation
• Control bookings of company vehicles to authorised drivers and maintain booking records
• Ensure driving licence checks are completed, records are kept up to date, and escalate any concerns (e.g. licence points) appropriately
• Act as a key administrative point of contact for facilities and front-of-house related matters
• Provide day-to-day coordination support to two general duties drivers, one cleaner, and gardener, acting as a first point of contact for basic queries and escalating issues where necessary
• Work collaboratively with the Receptionist to ensure fleet, transport, and facilities-related tasks are completed efficiently
• Ensure reception is consistently covered during office hours, coordinating with the Receptionist to manage holidays and absences
• Support continuity of front-of-house operations, including providing cover where required
• Work collaboratively with the Receptionist to maintain consistent standards and service delivery
• Support coordination of front-of-house activities, ensuring workload is managed effectively across the team
• Ensure proactive communication and coordination to maintain uninterrupted front-of-house service at all times
• Provide administrative support to the HR team, including interview scheduling, onboarding documentation, and general administrative tasks (non-advisory)
• Proactively identify and complete administrative tasks during quieter periods, supporting HR and wider business needs as required
• Operate with a high level of professionalism, discretion, and accountability in a visible, front-facing role
• Ensure a high level of confidentiality is maintained at all times

Job requirements:

• Proven experience in a secretarial or administrative role within a professional environment
• Demonstrable experience taking formal meeting minutes and producing structured, accurate documentation
• Highly proficient using Microsoft Office suite software (Word, Excel, Outlook)
• Strong organisational skills with the ability to manage and prioritise workload independently
• Excellent written and verbal communication skills
• Professional, presentable, and confident in dealing with people at all levels
• High attention to detail with consistent accuracy
• Discreet, trustworthy, and able to handle confidential information appropriately
• A proactive and self-motivated approach, with the ability to remain productive during both busy and quieter periods
• Previous reception or customer-facing experience desirable
• Experience of coordinating administrative processes such as fleet, facilities desirable

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.
• Health and wellbeing programme.
• Employee Assistance Programme.

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.

This is an exciting time to join the company as we expand our capabilities, invest in new opportunities, and strengthen our team with talented individuals who are passionate about making an impact.