Reporting to: Head of People, Development and HR Location: Southampton
Hours: Monday to Friday, 08:30 to 17:30 with an hour lunch each day
Date: September 2024
Business Overview
With over 50 years of experience, ICE is the UK’s largest independent provider of cleaning equipment. We manage thousands of sites across the UK in a wide variety of sectors including retail, healthcare, warehousing, manufacturing, distribution, and education. As well as supplying and servicing traditional cleaning equipment, we also have over a decade of experience in robotic floor cleaning machines. We are not only committed to a greener future through our own ESG strategy, but we also place the utmost focus on ensuring we offer products and services to customers that support their own sustainability goals and commitments.
At ICE we strive to encourage personal development and career progression, offering on-the-job training as well as support for professional qualifications for our employees. We are a fast-growing business and this position would suit someone who likes to hit the ground running and has a drive for success.
Role Overview
As Business Support Administrator, you will be responsible for ensuring that all administration aspects of the Business Support functions run smoothly by performing a variety of tasks to support predominantly our HR, Health and Safety and Fleet departments.
Key Responsibilities and Accountabilities: HR Administration Duties:
- Maintaining all HR records to a high standard, filing all documentation and completing HR audits when
- Working alongside the Head of People, Development and HR to create and administer a companywide training program and maintaining employee training records.
- Updating the internal HR system, ICE POP, including but not limited to adding new employee details, processing leavers, updating holiday and sickness records.
- Taking responsibility for standard HR correspondence including offer letters, contracts and other HR documentation for the business.
- Assisting with all stages of recruitment including but not limited to posting job adverts, creating job descriptions, creating offers of employment and employment contracts, DBS and reference checks
- Attending HR meetings, acting as note taker when
- Supporting with ongoing HR projects and
- Supporting HR inductions for new starters within the
- Ordering and managing staff uniform and uniform
Health and Safety Administration Duties:
- Supporting the Health and Safety Manager with all administrative aspects of Health and Safety
- Supporting the Health and Safety Manager with the coordination of maintenance schedules for general Health and Safety reviews such as emergency lighting, fire systems etc.
- Attending relevant Health and Safety meetings and acting as note taker when
- Accurate filing and organization of all Health and Safety paperwork
- Assisting the Health and Safety Manager to promote Health and Safety best practice in the workplace, including keeping all noticeboards up to date.
- Support the Health and Safety Manager with the production, review and distribution of risk
- Support the Health and Safety Manager with relevant Health and Safety
- Supporting in the collection and reporting of company ESG
Fleet Administration Duties:
- Support the Fleet Manager in day to day running of the fleet and
- Ensure all fleet records are maintained and
- Act as the first point of contact for Fleet enquiries, dealing with telephone and email
- Management of the company Fuel Card
- Registering all vehicles on all relevant
- Management of the company fleet service provider, IFC and interrogation of their KPIs, costs
- Coordinating the process of joiners and leavers and their
- Logging of damage repair and insurance
- Maintaining communication with the company fleet insurance
- Liaising with the Financial Controller around fleet
- Vehicle tracking and Signage
- Producing relevant Fleet reports as and when
- Ensuring all company drivers have been added onto the Licence Check
Other Duties:
- Management of the company flat including liaising with the landlord, booking in stays at the flat and allocating keys
- Management of the company’s Google Reviews
- Management of the company conference room including replenishment of drinks and snacks, setting up and cleaning the conference room before and after meetings and managing the conference room diary
- Collating company ESG (environmental, social, governance)
- Support with ongoing projects where necessary and as
Qualifications, Skills and Experience:
- Strong administrative and organisational skills
- A background of HR and/or Health and Safety and/or Fleet would be desirable but is not essential
- Excellent IT skills including the use of Word, Excel and Outlook are essential
- Self-motivated, proactive and approachable
- Able to identify best practices and the measures that drive performance
- Ability to communicate, respond to and successfully resolve queries from all users across the business
- Strong written and verbal communication skills
- Flexibility with ability to travel occasionally to our hubs in Peterborough and Runcorn