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Divisional Administrator

Job Profile

In this role you will play an integral part in contributing to the success of the Highways Division.
You will primarily (but not exclusively) offers proactive and efficient administrative support to the division as part of the Highways Admin Team. Additionally you will also provide support to the local senior staff.
However, over time it may be that those supported change and flexibility regarding this is required.

This position will be on a part time basis, covering 30 hours per week.

Closing date for your application: 19 August 2018

We are an equal opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture.

Job Description

Key responsibilities:
  • Provide personal assistant and administration support to senior staff members
  • Provide administration support to the division
  • Support the decision to capture/Wwn meetings and WIN cost tracker
In addition you will also:
  • Provide personal assistant and administration support to at least two senior staff members located in the base office
  • Diary management
  • Fielding emails and answering queries
  • Preparing meeting packs in advance of meetings
  • Coordination of senior staff travel arrangements
  • Work as part of a team to ensure any tickets raised through an admin portal are taken and completed within relevant KPI levels which include, but not limited to requests such as train travel, flights, meeting facilitation, hotel bookings, archiving and mail merges
  • Assist with and where appropriate, lead on business improvement initiatives
  • Monitor and update as required the Highways bidding and business plan records
  • Assistance with event coordination
  • Collate board papers in a timely manner for management meetings
  • Monitor and assist with maintenance of document management systems
  • Managing and co-ordinating meetings including room bookings, teas, coffees and lunches
  • Monitor and action meeting preparations ensuring necessary information and documents are prepared as necessary
  • Managing incoming and outgoing post including date stamping and distribution of incoming post
  • Assist in preparation of resourcing and finance reports (Excel)
  • Answering phones where necessary and passing on messages
  • Lead on and/or assist in ad hoc administration projects
  • Monitoring and co-ordinating annual professional development review meetings and annual CV updates
  • Reports: as required to assist with the printing and binding of reports and project deliverables

Candidate Specification

For this role you must have:
National 5/GCSE Maths and English Grade B or above (or equivalent)

Your work experience must include:
Experience of working as a secretary / personal assistant supporting senior management
Excellent Microsoft Word, Excel and PowerPoint skills

Also you will able to demonstrate the following:
  • Good understanding of the company purpose
  • Awareness and acts in accordance with the organisation’s values
  • Conscientious, reliable and efficient member of the team
  • Ability to communicate with all levels of staff effectively – including senior managers
  • Works well in a demanding and time intensive environment, ensuring a pragmatic and soundly judged approach to all activities
  • Ability to maintain confidentiality ensuring sensitive information is managed and handled appropriately
  • Works well as part of a team, showing respect and proactively offering support
  • Dedicated to the success of the team
  • Delivers to demanding schedules and targets
  • In a timely manner, clearly and concisely reports on delivery of targets and issues arising
  • Excellent communication skills – calls and emails will invariably be received from senior customer and stakeholder contacts and it is crucial that a highly professional service is provided.
  • Effective organisational skills and time management
  • Competent use of software and group systems to include all forms of communication, , MS Skype, telephone and video conferencing and MS Office.
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