Job Purpose
To provide a proficient and well organised administration support as and when required to the whole project.
Principle Duties & Accountabilities
Client Interface
To meet and greet all visitors whilst on reception. This includes ensuring visitors sign in and out and,provide all relevant security documentation and are familiar with the fire evacuation procedure.
Answer all incoming calls through the switchboard and take messages
Administration
To provide clerical, administrative and secretarial support to members of the project team as and when required
Organise meetings and ensure all rooms have appropriate equipments, this will include ensuring that there is a meeting schedule sent out to the team each week.
Sort and record all incoming mail
Sort all delivery tickets and GRN
Supply all meeting with tea and coffee and other associated refreshments
Inform Security reception of any visitors which are due for the day
Assist in amending the filing structure on the P drive.
Security Administration
Provide administration support to Security Manager, including sending out of security documentation, processing returned forms and actioning any queries.
Health & Safety Administration
Compile records, reports and correspondence for the department including accident reports.
Co-ordinate and administrate the monthly reports, ensuring the timely and professional submission to head office
Input information into the H&S database ensuring accuracy at all times
Production and distribution of meeting minutes and/or notes from any H&S related meetings and committees
Ensure the department works within the project environmental plan with regards to paper recycling
Support Health and Safety Manager (compiling safety documentation / statistics / help with environmental documentation)
Quality Administration
Ensure compliance with all HSMS, PEP, IMS, balanced scorecard KPI's and other measures
Be the first point of call for any internal / external people, ensuring the approach is professional at all times (including email, telephone and face to face contact).
Document Management
Maintain the document management system with regards to updating and modifying some areas of the master data and system set up
Liaise between the project team, design team, trade contractors and other external parties on document management issues.
Input into the reporting system for outstanding items of the document management system
Administrate the project archiving process
Control the production and ordering of hard copy documentation
Uploading of emails and other information on to Scandocs
