Administration Assistant
Description✓Our client is looking for an Administration Assistant on a contract basis, located in Aberdeen.
✓ROLE
✓Co-ordinate all aspects of internal and joint venture asset meetings [including asset stewardship meetings, monthly business calls with the JV, Operating Committee meetings, Technical Committee meetings etc].
✓RESPONSIBILITIES
✓Compiling presentation packs and routine reports, minute taking and issuing/tracking actions, co-ordinating arrangements for asset insurance risk reviews etc.
✓The role also includes ad hoc administrative tasks as required, including onboarding and offboarding of personnel, maintaining the asset and team email distribution lists, ensuring delegates [DOAs] are in place for absence cover, arranging desk moves, purchasing ad hoc goods and processing corresponding expense reports, maintaining electronic filing system [Livelink], providing cover for members of the Admin team during absence as required.
✓Safety Conducts all activities in a safe and effective manner and raises safety and environmental issues immediately and in line with corporate policy.
✓Leadership Undertakes the role in line with corporate policy and always demonstrates behaviours in line with company values
✓Readily accepts accountability.
✓Financial Carries out duties in a way that maximises value and minimises waste and risk.
✓Supports Manager, team and fellow members of the Administrative Team in all aspects of administration and acts as departmental focal point.
✓Livelink Document Management System – fully utilise the functionality of Livelink including workflow, document filing.
✓Provide support and guidance to department on the use of Livelink, and actively supporting the team to encourage strategic use of the system - Livelink Super User.
✓Intranet administrator – maintain and publish material relating to team and enhance the quality of the site to increase visitors.
✓Ensure new starts are welcomed and provided with the correct set-up, information, and training to perform efficiently within the department.
✓Arrange meetings, team building events and conferences both internally and externally.
✓Attend team meetings, record actions in database and follow-up to ensure actions are completed within agreed deadlines.
✓REQUIREMENTS
✓Previous experience in a similar role
✓Good IT/office technology skills with a detailed knowledge of Microsoft Office [SAP, technical software/applications preferred]
✓Excellent keyboard skills
✓Ability to initiate and implement improvements to administration procedures and systems
✓Good attention to detail
✓Ability to work on own initiative, prioritise workload and manage multiple tasks
✓Ability to work to deadlines and perform effectively under pressure
✓Effective team working
✓Effective communication skills
✓Prepare and submit weekly Management report within required timeline.
✓Assist team with arranging training, PPE and business travel as and when required.
✓Maintain departmental registers, holiday charts and contact lists.
✓Collate information and create presentations and/or reports.
✓Review departmental administrative processes to ensure alignment with UK procedures.
✓Actively participate in the monthly UK Administration team meetings to ensure consistency in processes and across teams.
✓Other duties as and when required.
✓Collaboration Collaborates with others and looks for opportunities to leverage their network and work with others to develop safe, practical and effective solutions.
✓Continuous Improvement & Innovation Continuously develops ways of working to ensure best practice by seeking feedback from colleagues and key stakeholders.
✓Complies with project management disciplines, effectively utilises knowledge databases and actively participates in project reviews Show more →
✓ROLE
✓Co-ordinate all aspects of internal and joint venture asset meetings [including asset stewardship meetings, monthly business calls with the JV, Operating Committee meetings, Technical Committee meetings etc].
✓RESPONSIBILITIES
✓Compiling presentation packs and routine reports, minute taking and issuing/tracking actions, co-ordinating arrangements for asset insurance risk reviews etc.
✓The role also includes ad hoc administrative tasks as required, including onboarding and offboarding of personnel, maintaining the asset and team email distribution lists, ensuring delegates [DOAs] are in place for absence cover, arranging desk moves, purchasing ad hoc goods and processing corresponding expense reports, maintaining electronic filing system [Livelink], providing cover for members of the Admin team during absence as required.
✓Safety Conducts all activities in a safe and effective manner and raises safety and environmental issues immediately and in line with corporate policy.
✓Leadership Undertakes the role in line with corporate policy and always demonstrates behaviours in line with company values
✓Readily accepts accountability.
✓Financial Carries out duties in a way that maximises value and minimises waste and risk.
✓Supports Manager, team and fellow members of the Administrative Team in all aspects of administration and acts as departmental focal point.
✓Livelink Document Management System – fully utilise the functionality of Livelink including workflow, document filing.
✓Provide support and guidance to department on the use of Livelink, and actively supporting the team to encourage strategic use of the system - Livelink Super User.
✓Intranet administrator – maintain and publish material relating to team and enhance the quality of the site to increase visitors.
✓Ensure new starts are welcomed and provided with the correct set-up, information, and training to perform efficiently within the department.
✓Arrange meetings, team building events and conferences both internally and externally.
✓Attend team meetings, record actions in database and follow-up to ensure actions are completed within agreed deadlines.
✓REQUIREMENTS
✓Previous experience in a similar role
✓Good IT/office technology skills with a detailed knowledge of Microsoft Office [SAP, technical software/applications preferred]
✓Excellent keyboard skills
✓Ability to initiate and implement improvements to administration procedures and systems
✓Good attention to detail
✓Ability to work on own initiative, prioritise workload and manage multiple tasks
✓Ability to work to deadlines and perform effectively under pressure
✓Effective team working
✓Effective communication skills
✓Prepare and submit weekly Management report within required timeline.
✓Assist team with arranging training, PPE and business travel as and when required.
✓Maintain departmental registers, holiday charts and contact lists.
✓Collate information and create presentations and/or reports.
✓Review departmental administrative processes to ensure alignment with UK procedures.
✓Actively participate in the monthly UK Administration team meetings to ensure consistency in processes and across teams.
✓Other duties as and when required.
✓Collaboration Collaborates with others and looks for opportunities to leverage their network and work with others to develop safe, practical and effective solutions.
✓Continuous Improvement & Innovation Continuously develops ways of working to ensure best practice by seeking feedback from colleagues and key stakeholders.
✓Complies with project management disciplines, effectively utilises knowledge databases and actively participates in project reviews Show more →