Administrator

Reference: ADMINKU
Type: Contract
Position: Administrator
Location: Birmingham, England
Industry: Admin and Secretarial
Salary: Up to £15.00 per hour + Inside IR35 (inclusive rate)

ROLE PURPOSE

• To provide administrative support contributing to the effective running of the Stakeholder Engagement Function in delivering the project community engagement strategy and community commitments whilst complying with client standards.
• Provide input, coordination, liaison and record keeping in relation to the various aspects of the team function including but not limited to Engagement activities, Enquiries and Complaints resolution, Considerate Contractor records, Community investment activities, Interface and agricultural liaison requirements.
• Undertaking a range of administrative duties including raising of requisitions, coordination of meetings, collation of team information, reporting of data, assisting in production of standard documents and maintaining accurate records and document controls.

ACCOUNTABILITIES

• To provide team administrative support for stakeholder engagement team as required.
• To facilitate team and stakeholder meetings coordinating diaries, preparing information in advance and keeping minutes or key action logs.
• Act as liaison point for recording of the Community Investment activities, logging opportunities and ensuring records are maintained, activities delivered through agreed resources and success captured and shared.
• Contribute to reporting and monitoring processes as required to ensure the effective flow of information onto the correct database.
• To ensure data gathering is supported and reported in a timely manner meeting performance reporting and compliance targets. Undertaking assurance on data entry and records providing updates and summary of improvement
• Support with the capture and recording of data to identify learning at every opportunity and use to inform improvements e.g., process change, TBT, briefings, implementing and sharing a lesson learned
• To assist in the production of information and documents to standard processes and templates e.g Communication and engagement plans, slide packs, lesson learned etc.

ROLE PROFILE

• To ensure all requisitions are raised in a timely manner and managed through the procurement system in line with process.
• Support the creation, implementation and management of key team information (Ways of working) and toolkits acting as point of contact for requests.
• Capture and celebrate success including supporting the creation of case studies, outcomes for reporting.
• Maintain team filing structure and ensure appropriate document control requirements are being applied throughout the team, uploading and sharing documents on SharePoint and Business Collaborator.
• Maintain clear quality records and databases.
• Act as team coordinator for the project Considerate Contractors Scheme compliance ensuring correct records are maintained.
• Support delivery of engagement events and meetings as required by the team.
• Become a subject matter expert and super user in the systems used by the team, eg Oracle, SRM, Business Collaborator providing advice and guidance to the wider team
• Responsibility to ensure all activities in the team are correctly reported on and recorded in appropriate system ensuring GDPR compliant.
• To support wider teams in delivering activities when required
• Instil a right first-time approach and self-assurance checks. Understand and prepare for Audits
• Supporting the business at times of major incidents or crises and working out of hours to support project requirements if needed.
• To comply with and support team compliance with company and client safety standards
• Ensuring all communications are brand accurate and signed off by the appropriate stakeholders
• To be proficient in the application of all, working practices and approved IT systems.
• Support a one team culture for delivery of Stakeholder Engagement for the project o Develop and maintain mutually beneficial relationships with the team, wider teams and other stakeholders as needed.
• Support an integrated team approach with and other contractors’ representatives.
• Ensure potential issues and risks along with suitable mitigations are raised and recorded
• Complying with Company and project policies and guidelines

EXPERIENCE/CRITERIA REQUIRED

Essential:

• Strong organisational and analytical skills. Detail orientated.
• Ability to work to multiple deadlines
• Proactive, positive approach
• Developed communication, teamworking skills
• Familiar with a range of administrative activities
• Experience of using a range of IT systems including purchasing, client relationship and Office 365.

Desirable:

• Experience of major schemes and / or major infrastructure projects
• Experience of community liaison or engagement with stakeholders
• Familiar with document control and transmittal systems

We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.