Job Vacancy


Location: Portsmouth

Principal responsibilities and accountabilities

  • Schedule appointments for both internal and external meetings and provide files and papers in preparation of such meetings. Take minutes at internal / external meetings as required.
  • Photocopy and print appropriate documents and distribute, using own initiative, as and when required.
  • Arrange travel and accommodation requirements in advance of each trip, using Clarity.
  • Draft agendas, prepare reports and collate papers where required.
  • Set up conference calls/video conferences as applicable.
  • Deal with incoming post and sort correspondence according to importance.
  • Establish and maintain a good working filing system for all current topics. Organise an archive system for non-current files.
  • Answer, screen and direct incoming calls. Ascertain in detail the nature of the enquiries and obtain information to provide answers and redirect calls if necessary.
  • Ensure that messages are passed on as appropriate. Record messages accurately and arrange for return calls when a Colas representative and the callers are available.
  • Assist with preparation of twice yearly Budget Meeting packs.
  • Maintain tender opportunities log and CRM system for discussion at weekly meetings.
  • Coordinate operative training and maintain training matrix.
  • Distribute toolbox talks, risk assessment updates and other HSEQ documentation and maintain relevant registers.
  • Set up and assist with bid preparations and submissions.
  • Stationary ordering for the office.
  • Provide general secretarial support for managers as required.
  • To ensure that all operations carried out within our area of responsibility are undertaken with full regard for the safety of visitors, other members of staff and yourself.
  • Assure all activities are undertaken with due regard for the environment, to prevent pollution, comply with legal and corporate requirements and minimise environmental impact.
  • Carry out other appropriate duties as assigned by the line manager.

Person Specification

Qualifications and training

  • Maths and English GCSE at grade C or equivalent.


Technical skills and experience


  • General administrative experience.
  • Computer skills with knowledge of MS Packages including Word, Outlook, PowerPoint & Excel.
  • Experience with working with office equipment i.e. printer, photocopier, scanner.

(Skills and Personal attributes):

  • Excellent personal organisation.
  • Brilliant written and verbal communication.
  • Good telephone manner and ability to liaise with all levels of company personnel is essential.
  • Time management and strong organisational skills.
  • Professional approach.
  • Good attention to detail.
  • Proactive approach.
  • Ability to use own initiative.
  • Willingness to learn.
  • Open minded attitude to work and to innovative ideas.
  • Creative (preferred but not essential).
  • Honest and trustworthy.
  • Team worker.


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Equal Opportunities

We are committed to being an Equal Opportunities Employer. We wish to ensure that all applicants are treated fairly and appointed solely on their suitability for the post.

The equal opportunities information requested is strictly confidential and for monitoring purposes only. The information will be stored securely in line with the Colas Limited Candidate Privacy Notice and kept separate from the information used in recruitment decisions.

The Equality Act defines a disability as “A physical or mental impairment, which has a substantial and long term adverse effect on a person’s ability to carry out normal day to day activities”. To be protected by the Act an individual must therefore have: • A long term physical or mental impairment (lasting or likely to last for 12 months or more) and • A condition that has a substantial adverse impact on his/her ability to carry out normal day to day activities

In submitting this application, I acknowledge that I have read and understood Colas Limited’s Candidate Privacy Notice