Administration Specialist

3 weeks ago

Dublin, Ireland The Boots Company PLC Full time

Role summary

Role summary: The Administration Specialist provides proactive, high-quality administrative support to the Director of Stores and the regional team, enhancing operational efficiency through expert management of diaries, emails, data, event coordination, and system administration. With exceptional organisational skills, attention to detail, and strong communication, this role is pivotal in managing key regional processes such as recognition programmes, business continuity planning, travel logistics, and stakeholder engagement. Reporting to the Administration Manager, the Specialist takes initiative to ensure smooth operations and the successful execution of critical administration tasks with precision and efficiency.

Executive & Administrative Support

- Provide comprehensive administrative support to the Director of Stores including diary and inbox management, scheduling, meeting coordination, and confidential correspondence handling.

- Collate professional documents, spreadsheets, and presentations for internal and external meetings.

- Organise travel arrangements and logistics in line with policy and team requirements.

- Track and manage expense reports for Director and reports, ensuring timely and accurate processing.

- Maintain Regional activity calendar

- Assist with notetaking during key meetings when required.

- All other duties as reasonably required, which are in line with the general scope and nature of the role. This list is not exhaustive.

Regional Systems & Process Management

- Manage and maintain key people systems such as PeopleAdmin, holiday planning, and regional data.

- Maintain accurate holiday and absence records for the functional team on the payroll system (PeopleAdmin), supporting timely approvals of timesheets, and approvals for the directors’ wider team.

- Support regional compliance by ensuring systems and trackers are accurate and up to date.

- Collaborate with relevant teams to ensure materials, communications, and logistics are delivered to a high standard.

- Manage approval workflows for systems including Concur, Helix, SAP, and Purchase Orders (POs), ensuring compliance with company policies.

Financial and Operational Administration

- Identify and implement process improvements that enhance administrative efficiency and service delivery.

- Manage administrative elements of the EBP system, expenses, purchase orders, and travel booking processes for the region.

- Ensure documentation and submissions are accurate, timely, and aligned with company policy.

Business Continuity

- Maintain and update the Region’s Business Continuity Plan (BCP), ensuring accuracy of store, area, and leadership contact lists.

- Support regional preparedness through supporting regular reviews and communication of updates.

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