Team Administrator in London, United Kingdom

Team Administrator

Purpose of the Job

Provides extensive and varied administrative support services to the department and projects through research, analysis and coordination with functional departments.

Principal Accountabilities

Prepare non-technical and/or a semi-technical reports/studies using Word, Excel and PowerPoint.

Review incoming communications, work orders, and service requests for subject matter content and route them to appropriate stakeholders.

Compose routine correspondence in response to requests for department services; answers inquiries from other departments, area offices, or outside entities. Monitor all follow-up actions required by supervisor/manager.

Extract data from reference material, either semi-technical or non-technical in scope. Compile, analyse, and prepare or helps prepare information for studies or reports, such as organisation planning, charts, graphs, and work load forecasts.

Organise materials 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 monitor the quality to check that all documents conform to established standards and procedures.

Implement record management programs and maintain files of various historical data.

Assist the Document Controllers in their duties and assume cover when necessary.

Assist in recruitment activities, such as policy administration, compensation administration, or employee development.

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 Target Zero principles.

Co-operate in all matters relating to health and safety, including following safe working procedures at all times.

Act as a role model for vision and values, behaving in ways that are in alignment with 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 information or information systems at risk.

Main challenges of the job

Deadlines are usually tight it is essential that all deadlines and changing priorities are met.

Finding intelligent approaches to confronting and resolving problems.

Keeping up-to-date with latest software systems e.g. Domdoc, Documentum, eB in order to be a competent and effective administrator in relation to document control skills.

Person Specification

Good written and verbal communication skills.

Knowledge of technical vocabularies and terminology common to a major civil infrastructure project.

Working knowledge of administrative functions, including budget and financial functions.

Experience of training and leading/influencing 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.

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