Operational Support Administrator

Provide a wide variety of administrative and project support services to the Operations Directorate through research, analysis and coordination with functional departments and disciplines.

• Prepare reports and studies of a non-technical or a semi-technical nature, using Word, Excel and PowerPoint.
• Review incoming communications, work orders and service requests for subject matter content and direct them to appropriate supervisor's attention.
• Compose routine correspondence in response to requests for department services; answers inquiries from other departments, area offices or outside entities. Monitors all follow-up actions required by supervisor/manager.
• Extract data from reference material, either semi-technical or non-technical in scope. Compiles, analyses and prepares or helps prepare information for studies or reports, such as organisation planning, charts, graphs and work load forecasts.
• Organise material for meetings, presentations and training sessions.
• Operate a variety of audio-visual equipment in the presentation of programs, orientation and conferences.
• Help develop and monitor budget or financial information, such as comparing past costs with future costs, auditing invoices and verifying labour reports.
• Review deliverables of assigned staff and monitors quality to check that all documents conform to established standards and procedures.
• May implement records management program. Maintains files of various historical data.
• Assist the Documents Controller (DC) in their duties, performs the duties of the DC when there is no DC.
• Assist in personnel activities, such as recruitment, policy administration and compensation administration or employee development.
• Perform other duties as assigned by supervisor.
• Take reasonable care of your own and others' health and safety and of those who may be affected in the day-to-day delivery of this role by taking personal responsibility for working to the Client's Target Zero principles.
• Co-operate with Client in all matters relating to health and safety, including following safe working procedures at all times
• Act as a role model for Client's vision and values, behaving in ways that are in alignment with Client's Ways of Working. Encourage and support others to do so too
• Promote equality in the workplace and adopt appropriate behaviour when interacting with colleagues
• Take necessary care to properly protect the confidentiality, integrity and availability of corporate information from unauthorised disclosure, modification or destruction. Never knowingly put Client's information or information systems at risk

• Deadlines are usually tight and strict and as such the job can be demanding but it is essential that all deadlines and changing priorities are met.
• Often a requirement to work beyond the parameters of the role by finding an intelligent approach to confronting and resolving problems.
• Keeping up-to-date with latest software systems e.g. Sharepoint, eB etc in order to be a competent and effective administrator in relation to document control skills.

• Supervisor; project management and other project team members and Client.
• Relationships, Project team administration staff, Client administration and management, Contractors and their specific field personnel, some non-project service organizations.
• Team sizes approximately 15-20 strong.
• As specifically required to develop budget and work plans and monitor progress on a routine basis.

• Good written and verbal communication skills.

• Knowledge of technical vocabularies and terminology common to a major civil / rail infrastructure project.
• Working knowledge of administrative functions, including budget and financial functions.
• Some experience of training and supervising staff.
• Experience of developing and analysing information for studies and reports.
• Good working knowledge of software applications, creating spreadsheets with mathematical functions, and enhancing presentation reports.