Job Description
This role will see you splitting your time between completing the day-to-day site administration as well supporting the Community Business Partnering team.
You will be responsible for:
- Handle internal and external requests and correspondence from site team, subcontractors, company support functions and visitors
- Filing, archiving and retrieval of documents and conformance to data protection legislation
- Preparing schedules, preparing agendas, and taking meeting minutes as required
- Create and update records and databases
- Handling and processing of personnel time sheets, date records and databases for personnel
- Meeting room management and arranging appointments/meetings as requested
- Management of office space, equipment and furniture
- Control of stock level for stationary, PPE and other consumables
- Help to ensure compliance with health and safety regulations and best practice, with responsibility for fire marshal duties and employee workstation assessments
- Manage reception area and look after visitors
- Organize, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure
- Issue and receive controlled documentation, log issues and receivers, and create general electronic transmittals to the project team, client, and suppliers
- Archive, retrieve and store documentation adhering to company standards and policies
- Check that all information complies with specified company formats, templates, and standards
- Assist with quality checks and audits of document databases, identifying and correcting any anomalies
- General document control activities such as photocopying, scanning, quality checking of metadata and documents
- Maintain accurate registers and actions lists
- Ensure team compliance with project document control and project document numbering procedures
- Act as focal point for all team document management matters
- Effectively communicate document management problem areas to the project team where necessary
- Provide practical help and first line training support to team members
- Assist with the coordination of document management across the whole project including policies, protocols, and practice
What we can offer you?
- Contributory pensions plan up to 6%
- Discretionary annual bonus
- Health Shield enrolment after 3 months service
- 34 days annual leave (inclusive of bank holidays)