Job purpose

Through professional, efficient, and detailed orientated administrative skills, help the business to maintain the highest level of service standards and continually seek ways to improve performance and the client experience.

The role:

As a pivotal member of the team, your input is critical to the execution of critical actions which bind the operational and consultancy services the business provides its clients. In this role you will:

• Manage information flows, keeping all key systems up to date, both electronic and paper based.
• Support the production of communications and technical reports/documents by proof reading to ensure the grammatical and presentation standards are maintained at all times.
• Coordination of diaries for key members of staff
• Attend, and minute meetings with third party organisations and clients, on occasion this may be at other sites
• Provide other administration support that is reasonably required to assist in the delivery of projects, programmes of work or other activities of the business.
• Interface with the Company’s accrediting bodies and support the achievement and maintenance of all accreditations, including but not limited to Lloyds Register, ISO, ConstructionLine etc.
• Document control - maintaining the Company’s electronic filing system and naming convention
• Sort incoming communications and respond as required (including but not limited to telephone, mail, email, enquiries via website), liaising with the relevant team member
• Actively engage with the Company’s external partners, suppliers and associated organisations to execute the delivery of company objectives. Support the operational team with procurement of materials/plant, including tracking of the same using appropriate tools provided.
• Raise Purchase Orders (POs) for suppliers and reconcile deliveries, raising exception reports and managing queries to resolution in accordance with the Company’s processes and procedures.
• Completion of Pre-Qualification Questionnaires (PQQ) and contribute to tender submissions in association with relevant team members.
• Liaison with and administration of Subcontractor/Supplier information in line with our accreditation requirements including competency and insurance documentation checks and monitoring.
• Manage and monitor the progress of applications and progress of projects through regular contact with a number of third-party organisations, including statutory bodies. Identifying and developing a good working relationship with key staff within these organisations wherever possible.
• Collate various information sets as required for successful project delivery, gently nudging your colleagues for information/action as needed to complete your responsibilities.
• Act as the custodian of Company intranet and maintenance of Company information portal(s), providing ad hoc support to team members and acting as the interface with our IT service providers.
• Maintain Company and individual project registers and trackers within the Office 365 environment and production of status reports when required. Ensure all required project information is recorded in the appropriate files within Microsoft Teams.
• Proactively manage conflicting project priorities and provide project related administrative support to senior staff.
• Stock management (Stationary and workshop supplies)
• Contribute to and support the development of business systems

You must be:

• Presentable and confident with excellent communication skills at all levels
• Excellent verbal and written communication skill, with a strong, even pedantic command of the English language
• Attentive to detail
• Ability to manage own work effectively with a number of conflicting priorities on a day-to-day basis
• Fluent computer skills
• Able to work in a systematic and diligently way under own supervision to achieve and stay focused on short, medium and longer term objectives and goals
• Reliable, able to manage pressure effectively and find coping strategies to turn challenges into opportunities
• Excellent telephone manner and skilfully diplomatic
• Good typing speed

Characteristics:

• Driven, a ‘go-getter’
• ‘Will do’ mentality required, (‘can do’ – need not apply)
• Individualist, but able to work seamlessly in a team
• Diplomatic and personable, yet determined
• An expansive mind with analytical and lateral thinking skills
• Innovative and future thinking

Knowledge, skills, qualifications and Experience:

• Demonstrable administration and organisational skills
• Ability to coordinate activities and diaries for up to 4 key members of staff
• Effective time management, meticulous and demonstrable planning, prioritisation and organisational skills
• Excellent people skills with an ability to build good and useful relationships with peers and external stakeholders
• Initiative - proactive problem solver
• Personable, determined, tenacious with the ability to apply ingenuity to resolve challenges
• Good secondary and/or tertiary education: A levels, HND/C or Degree
• Advanced MS office skills
• Experience of working within the Office 365 environment or similar systems (training will be provided)
• Prior office and projects administration experience essential (Graduates applying will need to be able to site examples of comparable experience)

Package:

• Salary £25-30k per annum depending on experience, willing to review for an exceptional individual
• 20 days holiday entitlement excluding bank holidays

Place of Work:

• Monday to Friday, 08:30 - 17:00
• Reading Office. Office based