PA / Office Manager

EQUANS are recruiting for a PA / Office Manager to be based in Newcastle. This is a permanent full-time role working 37.5 hours per week. On offer is a competitive salary and benefits package.

General Overview

To assist the Directors to use their time as efficiently as possible.  To provide an effective and efficient Administration Service to all internal customers and to ensure the smooth running of the office.  Adhere to all Business Health and Safety requirements.

Key Accountabilities

PA Duties

• Directors Diary Management
• Directors Meeting Management
• Booking and arranging Directors Travel and Accommodation
• Meeting Preparation
• Meeting Minutes
• Arranging Business Away Days and Conferences
• Managing Expenses and Holidays
• Operating a reminder system of matters that must be dealt with and maintaining a follow up system
• Maintaining relationships with Client contacts and other stakeholder organisation representatives
• Maintaining a network of internal PA contacts
• Provide support in accessing Company Systems
• Supervise the organisation and co-ordination of events as requested (Christmas Party / Business Plan presentation)
• To undertake any other reasonable duties as required to achieve job objective
• To remain at all times discreet and diplomatic and to maintain the highest levels of integrity and confidentiality

Admin Support Duties

• To provide an efficient, confidential administration and secretarial service at the Regional Office.  Managing the office in a professional manner and enhancing the Company image at all times
• Ensuring incoming and outgoing messages are recorded and conveyed accurately and at the appropriate time.
• Ensure correspondence is logged and distributed correctly
• Assisting in maintaining an appropriate and confidential filing system and all other filing systems, if required
• To oversee the reception service to ensure a high standard of service at all times which enhances the Company image
• Provide an efficient and accurate typing service utilising IT to the full, whilst maintaining confidentiality
• To assist, if necessary, with drafting and organising publicity material and arrange any other promotional activities which the Company may pursue
• Supervise junior staff and ensure adequate training is given
• Maintain cross-reference with Head Office
• Assist Marketing if necessary
• Ensure effective and efficient receptionist cover between 8:00 am and 4:30 pm – We don’t have a reception anymore
• Ensure all records are accurate and up to date
• Support administration staff with NVQ training
• Implement the Company’s SHEQ Policy
• Provide training and development of staff for whom responsible

Office Management Duties

• Purchase printed stationery as required
• Purchase furniture as required and authorised by Senior Manager
• Monitor the departments costs and provide reportage
• Ensure telephone system operates as required in liaison with IT
• Ensure effective mobile telephone service to business in liaison with Procurement
• Monitor the company’s petty cash system
• Liaise with Accounts office as required
• Ensure working environment conforms to all statutory requirements
• Ensure reported defects are dealt with efficiently
• Ensure mechanical and electrical systems are maintained frequently
• Ensure working environment exceeds minimum health and safety requirements
• Monitor office health and safety
• Any other reasonable management request

What can we offer you?

On offer is a competitive salary and benefits package, which includes;

• Pension Scheme
• 24 days annual leave (+ public holidays)
• Life Cover equivalent to 1 times annual salary
• 24/7 Employee Assistance Program and access to mental wellbeing app
• Employee discount shopping schemes on major brands and retailers
• Gym membership discounts
• Cycle to work scheme
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes
• Attractive Employee Referral Rewards Scheme 
• Access to our growing employee networks including WiE (Women in EQUANS), RISE (BAME), LGBTQI+, Working Parents, YPN (Young Persons Network) and our Disability Network 
• 24/7 Employee Assistance Program and access to mental wellbeing app 

Who are we looking for?

Skills & Abilities

• Professional attitude and approach to work
• Polite and Courteous
• Helpful and friendly
• Partnering Approach
• Customer Focus
• IT Skills
• Coaching / Mentor Skills
• Problem Solving Skills
• Team Building Skills
• Time Management Skills
• Organisational skills and the ability to multitask
• Excellent oral and written communications skills
• Experience working as a PA at Senior Director Level
• PA and Office Manager
• Experience in managing a small team
• Ability to work as part of a team
• Administration Experience
• Good understanding of all Microsoft Packages

Key Attributes

• Self-motivated
• Enthusiastic
• Flexible & adaptable
• Good communicator
• Ability to work both alone and as part of a team
• Reliable

Who are we?

EQUANS is a world leader in energy services with nearly 100,000 employees working in more than 50 countries, with an annual turnover of over 17 billion euros.   

In the UK & Ireland, EQUANS is a provider of technical, FM, regeneration and energy services – with specialist capabilities in smart buildings, green mobility, district & embedded energy and decentralised renewables. 

EQUANS’ 13,500 UK & Ireland employees combine these activities to help businesses, public sector organisations and government to embrace the energy transition towards net zero, and also the digital & industrial transitions that are redesigning the way we move, work and live. 

EQUANS is a Bouygues group company. 

What’s next? 

If this role is of interest to you, please click below to register, apply, and track your progress! A member of our Resourcing Team will review your application and be in touch. 

At Equans we’re committed to delivering a culture where everyone’s voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans you’ll find a welcoming and open workplace where you’re supported and encouraged to be your true self at work. You’ll also have access to our growing employee networks including WiE (Women in Equans), RISE (BAME), LGBTQI+, Working Parents, YPN (Young Professionals Network) and our Disability Network.  

For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re-location package with this job role.  Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements. 

The EQUANS Resourcing Team supports this job advert. Agency involvement is not required. All related enquiries must come to the resourcing team not direct to EQUANS Managers.