Administrator (Contract)

Our client has an excellent opportunity for an experienced Business Support Administrator to join them permanent or for a 6 month fixed term contract to be based at their office in Headingley, Leeds.

The role will be to assist in the provision of an efficient, effective, adaptable and flexible support service by working as part of the Business Support Team. You will be providing a customer focused service as the first point of contact for both internal and external stakeholders. You are required to provide business support services of a standard that demonstrates attention to detail, good judgement, effective organisational skills and excellent team working - locally, regionally and nationally.

No two days will be the same but your attention to detail and proactive approach to managing workloads and rapidly changing deadlines is a must. As you will be supporting colleagues in the smooth running of the office, the range of daily tasks will be varied so the ability to think on your feet and undertake and complete work accurately and in a timely fashion is essential.

Key Accountabilities

• Accurate, timely and cost-effective booking of travel and accommodation
• Efficient archiving, filing, scanning, copying and binding of documents
• Dealing with incoming and outgoing post in a timely manner
• Assisting with reception cover and hospitality when required
• Accurate formatting of documents and reports, typing, recording and monitoring of annual leave requests, co-ordination of sickness absence reporting including issue of appropriate documents
• Supporting and assisting the central facilities team at a local level
• Management of meeting rooms to ensure professional and efficient usage
• Accurate, cost effective and timely ordering of office supplies
• Training of new staff where appropriate
• Office finance admin (e.g. magazine subscriptions, cheque requests, expense processing and petty cash)
• Completion of Project finance admin (e.g. completion of PIN forms, preparation of draft invoices, TPO invoices and CQA timesheets)
• Aiding the organisation of local office events (e.g. BOOST events and Christmas party)
• Minute taking, audio typing, secretarial support
• Actively seek to suggest opportunities for efficiencies/improvements
• Capture, recording and co-ordination of data for reports as required
• Assistance with co-ordination and organisation of client events
• Aid the development of local office efficiency function/process solutions
• Assessment and active reporting of risk
• Challenge local cost spend and suggest efficiencies to maximise value
• Proactive attitude towards liaison with local office management for requests/queries
• Support of H&S functionality to include but not limited to BCP, Fire, First Aid and Security
• Assisting with tasks relating to security clearance of colleagues
• Facilitation of Group initiatives such as Info Sec, Health & Wellbeing campaigns
• Proactive approach and encompass a role of an exemplar of compliance to GDPR
• Facilitate and support implementation of ERP and other digital systems
• Accommodation of additional time to be worked to ensure completion of tasks
• Local office IT co-ordination (ie desktop set ups, meeting rooms, receipt and return of equipment)
• Initiation and implementation of starter and leaver processes
• Providing out of hour's support when required
• Providing support in other offices, to include travelling to and from other offices when required
• Undertaking other duties not specifically stated above, which from time to time are necessary for effective performance of the team and the business

Skills, Knowledge & Experience

• Highly articulate with excellent interpersonal skills
• Friendly and approachable with excellent customer service
• Enjoy working in a busy professional environment
• Able to multi-task, organise and prioritise workloads whilst remaining calm under pressure
• Ability to problem solve and make sound decisions to suit our business and clients' needs
• Willing to learn and utilise your skills to provide a high level of service
• Attention to detail
• Able to work well as a team and on your own
• Willingness to be flexible and adaptable
• Able to adapt style appropriately, developing good working relationships with the wider team and taking into consideration individual working preferences and approach
• Good working knowledge of Microsoft Office Suite, particularly Word, Excel and Outlook, 365 and PowerPoint.
• Ability to adapt to new ways of working, including the introduction of new technologies
• Switchboard and hospitality experience