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Administration Assistant

Job Description
  • Provide and coordinate administrative support to the Plant Manager and Operational Departmental Heads, allowing them to focus on their core duties.
  • Assist in tasks such as time keeping, communications and statistical reporting.
  • Scribe/Minute taker for various meetings e.g. return to work, attendance.
  • Ensuring all urgent and/or confidential communications are received and distributed to relevant parties in a timely manner
  • Running and collating reports which may include reports to the Plant Manager and Departmental heads as required and identifying when trigger points have been reached.
  • To provide administrative support including when appropriate to all team members to support a range of department initiatives such as employee engagement and culture forum.
  • Organising and planning internal and external training events.
  • Produce internal and external training pack and certificates.
  • Coordinating travel arrangements for the department (including visa applications).
  • Assist in producing the department TV presentation communication.
  • Management system documentation admin and auditing.
  • Oversee and report on site timecards, absences and overtime have been approved on a monthly basis prior to payroll close.
  • Creating and maintaining profiles for all employees on the Assure ID Software and printing off Access Cards/Parking Permits
    • Desired Qualities / Qualifications

    You should come from an administrative background covering aspects such as copying, filing and good knowledge of Microsoft Office. You will have a high level of accuracy, good time management skills, and the ability to work using your own initiative in order to provide successful support. You will be keen to take on fresh challenges, and willing to develop your knowledge within your role - always working towards satisfying the department and client requirements.

    Strategic
    • Able to understand the business needs and drivers and align with the strategic initiative (Business Acumen)
    • Able to adeptly learn the context of a challenge and quickly integrate new skills (Learning on the fly)
    • Able to understand, evaluate and apply technical information (Functional/Technical Learning)
    • Anticipates the impact of change and rises to the challenge, with the ability to accept risk and uncertainty (Dealing with ambiguity)

    Operating
    • Adept at exercising good judgement (sometimes with incomplete information) whilst being constrained by tight deadlines (Timely Decision Making)
    • Be willing to provide colleagues with the information they need to complete their tasks and eliminate roadblocks (Informing)
    • Can Orchestrate multiple activities and resources to accomplish a goal (Organising)
    • Be quick to identify critical information and respond appropriately (Priority Setting)
    • Able to apportion time effectively to complete tasks (Time Management)
    • Able to define, work within and improve business processes based on immediate and future business needs (Process management)

    Confidence
    • Confident and professional when representing the company (Written Communications & Presentation Skills)
    • Aspiring and keen to advance within the organisation (Career Ambition)
    • Is cognizant of organisational culture and politics, and appropriately adjusts personal style to be effective (Organisational agility)
    • Can be counted on to take personal responsibility in challenging situations and be willing to engage in disputes in order to settle them equitably (Conflict Management)

    Energy
    • Will be energised by challenges and drawn towards opportunities (Action Oriented)

    Organisational
    • Is a consummate networker who can initiate relationships within and between organisations that leverage the strengths and capabilities of all parties (Organisational Agility)
    • Confident and professional when representing the company in person and in writing (Written Communications & Presentation Skills)
    Personal and Interpersonal
    • Strategically plans ways to demonstrate superior customer service for business stakeholders (Customer Focus)
    • Instinctively discerns what drives his or her audience and deftly ignites and steers their sense of purpose to a common goal (Managing vision and purpose)
    • Promotes a win-win ethos and inclusive team culture in line with business strategy (Building effective teams)
    • A candid team player who collaborates with peers to solve problems (Understanding Others)
    • Committed to self-improvement and development through the role in order to achieve career goals (Self Development)
    • Firm and diplomatic when negotiating (Negotiating)
    • Is known to consistently adhere to ethical principles and expects others to follow suit (Ethics & Values)

    Experience
    Essential:
    • Previous experience working in an office setting and performing clerical work
    • Advanced knowledge of productivity tools, including Microsoft Office
    • Strong communication skills and office communication tools such as Microsoft Outlook
    • Proven organizational skills and ability to work on own initiative on a regular basis
    • Highly dependable and trustworthy
    • Effective communication skills and ability to communicate across different levels of the organization

    Skills, training or special knowledge
    Essential:
    • Computer literacy (including good command of Microsoft Excel, Word and Outlook)
    • Good understanding of Kronos


    • Consultant(s)

      Angela McLeman

    • Vacancy ID

      TR2024302

    • Job Type

      Contract

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