Zoe Clow Email & Phone Number

Cambridgeshire, England, United Kingdom

Cambridge, United Kingdom

Job Role Responsibilities: Provide general administration/ PA/ secretarial support to four Senior Managers and four Project Managers with line management responsibilities. Provide direction and support to administrators based in development offices in Bunnik and India. Update/ maintain/ collate data regarding the full compliment of KPI’s for Senior Management and Finance including: on call and over time, contractor costs, head counts, invoice periods, closed projects, travel costs and expenses costs. Carry out general office management duties: supply ordering, staff file management, reception cover etc. Monitor staff absence and ensure sickness management policies are implemented as required. Arrange and attend various weekly meetings; produce agendas, take minutes and distribute to all attendees. Arrange travel for management as and when required (including Visa requirements for India visits) and process the resulting expense claims. Support Senior Management by preparing and cascading communications to all staff as and when required. Support Project Managers with identifying RBSG processes and procedures for arising HR issues, including assistance with ad hoc HR matters such as grievances and formal disciplinary matters. Assist Business Management, Senior Manager in the deployment of the Performance Excellence Framework including Talent Management. Support Program Manager; collate weekly status reports for distribution to Senior Management and assist with Release Plan updates as and when required. Support Governance and Compliance Manager with implementation of new and ongoing processes and their administration to ensure compliance (e.g. AYIC, PCI DSS, SOX auditing).  Process all invoices (contractor/ equipment/ service), raise new PO’s, liaise with Accounts Payable and Suppliers. Facilitate offsite meetings and training events/ workshops as required by Management.

3 areas of responsibility to the role.*1) Global Customer Satisfaction Surveys: Plan and cost global customer survey project, monitor ongoing progress and give weekly status reports to Surveys Manager.  Liaise with contacts globally to arrange translations and customer sample checking. Collation and standardisation of formatting for customer lists in Access database. Updating Web pages/ web processes, using basic knowledge of SQL and XML coding.  Web survey QA. Data QA and cross checks - Comments checking; clean up of grammar, punctuation etc.  Reports and charts production, collation and distribution to management teams. Presenting results to management teams and new starter training courses.*2) External Audits: Manage relationship between external audit body and Siemens PLM Software to ensure continuation of certification to ISO 9001:2000. Co-ordinate audits with local quality contacts and audit body. Set and arrange audit schedules and distribute to all involved. Ensure audit reports are collated, distributed and uploaded to the online tracking system. Ensure actions and follow up activities take place and are reported to audit body. Analyse the online audit tracking system quarterly to determine common issues and overdue actions – report findings to the Director of Quality.*3) Office Management: Processing Purchase Orders using SAP accounts system. Maintaining online documentation and process documentation. Maintain team calendar, tracking vacations, sickness etc. Engaging temporary admin staff as and when required. Arranging travel for team members. Arrange and facilitate meetings, minute taking.

During the year I lived in Australia I worked in mainly telesales based positions, cold calling.

 Receiving and processing orders. Arranging distribution of orders with Celsis Distribution Centre in Landgraf, Holland. Forming relationships with Distributors via telephone and email. Ensuring the European and Asian sales managers had all the resources required whilst visiting distributors.