Executive Assistant

Department: Head Office, Human Resources, Manchester Location: Head Office (Hyde Road, M12 4AH) Flexibility to travel to other depots; Wythenshawe, Tameside and Sharston.

About us

Metroline Manchester is a recently formed subsidiary of ComfortDelGro, in March we were awarded contracts to operate four franchises and join the Bee Network in Greater Manchester by Greater Manchester Combined Authority (GMCA). Metroline was formed in , fourth largest bus operator in London running about 17 percent of the city’s scheduled bus services and has been a part of the largest private land transport company Comfort Del Gro since . Here at Metroline we are 6, colleagues strong across the UK and help carry over one million of our customers every day, whilst Comfort Del Gro operates in 12 countries with a global fleet of over 40, vehicles and more than 22, colleagues.

Job Summary

Act as first point of contact for administration, face-to-face enquiries and emails to the Head Office, including regular monitoring of admin emails, post and telephone enquiries, responding appropriately wherever possible or referring to the relevant staff.

 Creating and maintaining visitor information, including an information pack , depot safety and signing in protocols and key members of staff at each depot.

Ensuring the efficient day-to-day management of the Head Office, including:
Ensuring adequate stationary supplies.
Dealing with ad-hoc technology requests/ issues.
Gatekeeper of Head Office Soldo card for ad-hoc purchases off contract.

CEO Support

 Use judgement to control the CEO diary and co-ordinate meetings, internally and externally, to ensure most effective use of CEO time.

Meeting Organisation and Management

 Schedule regular and ad-hoc meetings on behalf of the CEO and wider SMT, including periodic reviews and Trade Union meetings.

 Provide administrative support in the organisation and preparation of meeting agendas and papers for such meetings, including:
Compiling agendas.
Drafting reports as and when required
Collating reports from others including proof-reading/reformatting if needed.
 Producing meeting packs/papers and distributing within required timescales.
Attend corporate meetings to take minutes and compile action logs for board and committee meetings.

Management Information and Reporting

 Implementing timely and accurate record and file management including robust version control using existing systems ensuring security, integrity and confidentiality of data in compliance with data governance arrangements.

Assist the executive office lead and colleagues as required in the preparation, formatting, quality checking and publishing of corporate reports, presentations and correspondence.
Oversee timely compilation and submission of KPI’s to various reporting groups.

Employee Communications

Manage the governance of scheduled company communications and meetings including compilation of content for company newsletter

Wider SMT Support

Running regular long service reports and producing associated letters and issuing of vouchers.

Overseeing and managing MML Staff pass benefit including issuing out of staff passes for new starters and replacement passes.
Maintain annual leave trackers across Head Office teams.
Management of vehicle V5, road tax and COF paperwork
PCN notices: receiving them, identifying depot/driver and paying them where appropriate

Event Coordination and Support

Booking travel and accommodation for MML team, including engineering apprentices.

Co-ordinate MML events including employee engagement events, long service awards plus any other ad-hoc events.

Relationship Management

Maintain and develop positive relationships with key partners and stakeholders Organisational skills – Highly organised, motivated and able to manage and own prioritise workload effectively and work unsupervised at times.

Confidentiality – Discrete when managing confidential matters.
Communication skills – Excellent written and spoken English with the ability to communicate clearly and at all levels.
Decision Making – Ability to quickly assess and triage incoming business and act on the CEO’s behalf to clear routine actions, delegate activity or escalate as appropriate.
Attention to Detail – A high level of accuracy and attention to detail. Proven experience of producing correspondence and documents including drafting content.
Personal resilience – able to work in a pressured environment whilst maintaining attention to detail and meet tight deadlines.
Analytical skills – proficiency in using data and metrics to identify solutions when a problem or difficult situation arises, using own initiative.
Stakeholder Management – Must be able to demonstrate credibility to build professional relationships with both employees and managers, and external stakeholders.
Customer centricity – Exceptional customer service skills with a natural flair of providing support and guidance and going ‘the extra mile’.

Benefits

Free Bus Travel for yourself + 3 (companion + 2 children OR 3 children)

Free on-site parking
Pension Scheme Contributions
Benefits Hub
Employee Assistance Programme

Essential Criteria

Previous experience within a fast-paced, high level administrative role.

Computer literate with a good knowledge of MS Office and SharePoint

Hours of Work

Basic : 38 hours per week.

Flexibility required for hours/days worked (including weekends) in line with operational requirements.

Salary : £35-40k dependant on experience