Warning
This job advert has expired and applications have closed.
Contract Office Administrator
| Posting date: | 15 November 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 15 December 2024 |
| Location: | PO14 1AS |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 65132 |
Summary
Job Overview
-An opportunity to join an experienced, versatile team, delivering first class contract support services to our world class Armed Forces personnel.
Based in HMS Collingwood this role will deliver efficient office administration while coordinating and facilitating a plethora of operational support matters emanating from the Hestia and FMSP Clyde Soft FM contracts.
Working closely with the Business Co-ordinator, responsibilities include maintaining new and existing business administration procedures and processes together with providing close daily support to the Senior Management Team.
Main Duties
- To Coordinate, order, control and hand out initial allowance and replacement workwear and PPE for all staff. Act as sponsor for the process, list of entitlement, and order form. To Keep the Contract Office and associated workspaces in good order, including noticeboards, and the reporting of defects. Be responsible for the safety of persons working and visiting the Contract Office. To support and promote quality information management practice on the contract SharePoint pages to enable easy retrieval of data. Ensure all Contract Office records are accurately maintained and held in compliance with GDPR. To utilise the data from the contract staff lists to produce monthly and ad-hoc staff-related statistics and reports. Create management organisation charts, name plates and other staff-related documents. To assist with the maintenance of training records, and the arrangement of external training.
-To assist with the maintenance and of contract reporting dashboards. To support of the Business Coordinator, act as a User of the preferred procurement system. To act as a contract point of contact, submitting visitor notifications, greeting visitors, and escorting them, and arranging refreshments as necessary. To collect, accept incoming packages, and arrange delivery of outgoing parcels. To update Process Maps on Visio, convert them to PDF and make them available to staff. Update the associated version control document. To assist with the coordination of internal and external communications, preparing papers and other forms of hard and soft copy media as required. To actively promote a safe working culture and adhere to the Health and Safety procedures, processes, and the law. To xarry out other reasonable tasks as determined by the Mitie Line Manager. This could include occasional support to other contractual services or other commutable contracts.
What we are looking for
-The successful candidate will be a confident and credible communicator, loyal, dynamic, and professional with good judgment and a high degree of initiative, integrity, and discretion. Pro-active when required and responsive to changing needs of the business. Perceptive, with the ability to establish credibility at all levels, working independently and within a team while remaining calm under pressure and self-motivated. The applicant should be versatile, reliable, and well presented, giving a positive image of Mitie company values, with the desire to deliver high quality administration and office support to senior management level and ability to work unsupervised using own initiative. The applicant should also possess excellent organisational skills, strong interpersonal, verbal, and written communication skills, a working knowledge of MS Office applications, be innovative with a flexible approach to accommodate changing requirements and priorities, good customer facing skills and the ability to develop close working relationships with the highest degree of integrity, and have a good all-round standard of education (5 GCSE Grade C/level 5 or above, including maths and English).
-An opportunity to join an experienced, versatile team, delivering first class contract support services to our world class Armed Forces personnel.
Based in HMS Collingwood this role will deliver efficient office administration while coordinating and facilitating a plethora of operational support matters emanating from the Hestia and FMSP Clyde Soft FM contracts.
Working closely with the Business Co-ordinator, responsibilities include maintaining new and existing business administration procedures and processes together with providing close daily support to the Senior Management Team.
Main Duties
- To Coordinate, order, control and hand out initial allowance and replacement workwear and PPE for all staff. Act as sponsor for the process, list of entitlement, and order form. To Keep the Contract Office and associated workspaces in good order, including noticeboards, and the reporting of defects. Be responsible for the safety of persons working and visiting the Contract Office. To support and promote quality information management practice on the contract SharePoint pages to enable easy retrieval of data. Ensure all Contract Office records are accurately maintained and held in compliance with GDPR. To utilise the data from the contract staff lists to produce monthly and ad-hoc staff-related statistics and reports. Create management organisation charts, name plates and other staff-related documents. To assist with the maintenance of training records, and the arrangement of external training.
-To assist with the maintenance and of contract reporting dashboards. To support of the Business Coordinator, act as a User of the preferred procurement system. To act as a contract point of contact, submitting visitor notifications, greeting visitors, and escorting them, and arranging refreshments as necessary. To collect, accept incoming packages, and arrange delivery of outgoing parcels. To update Process Maps on Visio, convert them to PDF and make them available to staff. Update the associated version control document. To assist with the coordination of internal and external communications, preparing papers and other forms of hard and soft copy media as required. To actively promote a safe working culture and adhere to the Health and Safety procedures, processes, and the law. To xarry out other reasonable tasks as determined by the Mitie Line Manager. This could include occasional support to other contractual services or other commutable contracts.
What we are looking for
-The successful candidate will be a confident and credible communicator, loyal, dynamic, and professional with good judgment and a high degree of initiative, integrity, and discretion. Pro-active when required and responsive to changing needs of the business. Perceptive, with the ability to establish credibility at all levels, working independently and within a team while remaining calm under pressure and self-motivated. The applicant should be versatile, reliable, and well presented, giving a positive image of Mitie company values, with the desire to deliver high quality administration and office support to senior management level and ability to work unsupervised using own initiative. The applicant should also possess excellent organisational skills, strong interpersonal, verbal, and written communication skills, a working knowledge of MS Office applications, be innovative with a flexible approach to accommodate changing requirements and priorities, good customer facing skills and the ability to develop close working relationships with the highest degree of integrity, and have a good all-round standard of education (5 GCSE Grade C/level 5 or above, including maths and English).