Administrator
Full Time
Job Description
- Providing direct line management and team leadership for the Programme Administrators, supported using regular 1:1s, objective setting, effective performance appraisals/management and general support and supervision.
- Ensuring that the Programme Administration team have a clear division of responsibilities, and have access to the tools, resources, support and training they require, to ensure the ongoing competency and skills needed for success.
- Effective internal communications (both in written and verbal form), ensuring clarity and accuracy in all internal and external emails or associated correspondence with the Programme / Department, and wider business.
- Working collaboratively with the Internal Communications team to ensure that all internal communications and shared resources are kept up to date, to support both new and existing team members.
- Effective management of relevant data systems and programme records (both electronic and paper-based) on behalf of the Programme Executive and Senior Leadership Team, ensuring that this information is kept up to date
- Building management and the effective deployment of safe office practices for the buildings.
- To act as Office Manager – organizing desks and IT for new starters.
- Guiding the Programme Administration team to adapt to new systems, update existing processes and consider enhanced ways of working, to promote improved IT literacy, document control and data management for Decommissioning.
- Effective organization and coordination of procurement activities on behalf of the Programme Executive, ensuring robust follow-up, tracking, and monitoring mechanisms within the Programme Administration team.
- Provide project support to the Decommissioning Director and Programme Managers with the coordination of operational projects and planning, aligned to the Decommissioning Business Calendar.
- To collaborate with the project managers across the programme, to identify any programme administration support or assistance that may be required, with alignment to the Decommissioning Business Calendar and other operational activities.
- Diary management on behalf of the Director of Decommissioning, and associated coordination / scheduling of key business meetings, including the effective management and planning for the Decommissioning Business Calendar.
- Co-ordination of the Decommissioning Programme Administrators to ensure the effective management of meetings, including visitors, site-access, implementation of reasonable adjustments, and successful delivery of business events.
- Effective coordination of new starter Inductions via the Programme Administration team, including the delivery of a focused induction/orientation for new line managers who join the programme.
Required Knowledge, Skills, and Abilities
- Ability to manage an office and/or buildings, including associated operational activities
- Team leadership experience – managing a team of administrators
- Ability to manage or maintain an administration budget
- Excellent project coordination skills
- Excellent communication skills – both written and verbal
- Strong IT literacy and competency in utilizing MS Office software and virtual technologies
- Ability to work collaboratively across programme boundaries and/or teams
- Ability to support Senior Management Teams with core programme administration activities
- Effective delegation and prioritization of tasks/workload
- Strong data analytics and excel skills – ability to analyse large sets of data
- Project management knowledge (methodologies and approaches)
- Successful event management – from requirements gathering to implementation
- Relevant professional qualification in Business Administration (or equivalent)
Reference no: 100348