Projects Administrator - Chester (Hybrid Working) - 12 Months +
JOB PURPOSE
To provide a professional administration support service to the Operations & Projects team to meet business objectives to agreed standards and targets, supporting the smooth and efficient running of the business and implementation of the Strategy. The incumbent will be the professional face of the department, providing a single point of contact for both internal and external workforce and stakeholders. In addition to the above, the role holder will be expected to work collectively with other administrators in the business, providing cover when needed, maintaining knowledge on the processes and procedures for each department, identify improvements and work as a team to ensure that improvements are implemented in each department.
KEY ACCOUNTABILITIES
• Meet & greet internal and external visitors at all levels of seniority, acting as point of contact for general enquiries visitors may have.
• Ensuring all external visitors have appropriate security, lunch, dosimetry and other logistical arrangements in place.
• Organise meetings on behalf of the Lead Team and/or department as required
• Prepare, collate, photocopy and issue meeting packs on behalf of the team in a timely manner.
• General Administration duties and administration of processes as appropriate.
• Proactive management of incoming email and post, often corresponding on behalf of the managers as required.
• Deal with incoming phone calls to the office in a professional and effective manner, dealing with general queries where possible and taking accurate messages where necessary.
• Devise and maintain electronic and paper based filing systems, document control and archiving.
• Typing, formatting and production of correspondence and documents such as letters, briefing papers, technical reports and presentations using Microsoft Word, Excel, PowerPoint and SAP.
• Maintenance of departmental procedures, management systems, intranet pages and internal databases as required
• Collect, collate and analyse data on behalf of others, format data, prepare reports and ensure that is presented appropriately.
• Log and track actions and maintain action trackers and assist with the completion of actions on behalf of the team
• Arrange security clearance applications for contractors and co-ordinate security within the team as required
• Proactive management of meeting rooms, including oversight of room bookings and regular checks to ensure appropriate meeting room standards.
• Dealing with sensitive and confidential information in a professional and discreet manner.
• Coordination of new starters (IT, checklists, handover to relevant department and liaison with HR on the first 2 weeks schedule).
• Book hotels, hire cars, buffets, travel and accommodation for the Department as and when required.
• Carry out specific projects and research
• Flexible approach to working, providing adhoc support to other departments when necessary
EXPERIENCE NEEDED
• Experience in similar (Projects) administration role.
• Experience interacting with senior managers and external stakeholders on a regular basis.
• IT skills in Microsoft packages including Word, Excel, PowerPoint & Outlook
• Working knowledge of SAP system
• A proactive attitude with the initiative to pro-actively manage the teams requirements on a daily, weekly, monthly basis & look ahead.
• Integrity in dealing with sensitive information in a professional manner.
• Excellent organisational skills and a methodical approach.
• Attention to detail.
• The ability to juggle multiple tasks, prioritise and manage time effectively.
• Strong interpersonal and communication skills necessary to maintain effective working relationships with colleagues across the organisation.
• A flexible approach to their work.
• Ability to react flexibly to busy and unexpected situations in a calm, professional and effective manner.
• Strong diary management skills.
Projects Administrator - Chester (Hybrid Working) - 12 Months +