Team Administrator

Our client based in Glasgow is looking for a Team Administrator will provide an effective and professional administrative support service to key stakeholders identified as requiring administrative support. The varied work requires the jobholder to be flexible in their approach. They must be able to manage a number of different demands, be able to prioritise their workload and be able to work across multiple functions and sites as required.

Develop a good knowledge of the organisation, including key personnel (internal and external) and understand the organisations aims and objectives.

You will have responsibility for responding to and managing requests that come into the shared inbox

You will work as part of a team and support each other offering a seamless service., Some diary management for identified key stakeholders and those using the shared inbox including making appointments, ensuring that all relevant information and organising has been captured for meetings, including room bookings/venues, catering, location maps, site information, visitor registration, etc.

May be required to participate in some meetings by taking minutes or actions for the stakeholder

Organise travel, accommodation and arrange Visas where necessary, ensuring that best route and value is obtained

Manage the starter/leaver process. For starters, order equipment, book inductions with IT, Security and HSE. Liaise with IT to ensure that equipment is returned / collected for leavers.

Providing site support based on a location’s needs

• Maintaining stationery cupboards and stock levels
• Managing post and parcels, both incoming and outgoing. Including appropriately franking outgoing post and booking couriers
• Ensuring meeting rooms are clean and tidy and conferencing / VC equipment working
• Ensuring site Communications are distributed (posters, emails, newsletters) in a timely fashion
• Hosting external visitors ensuring they understand site policies & procedures
• Liaise with local site facilities, to ensure kitchen areas are clean and stocked and all other issues are dealt with appropriately so that the site is a safe and tidy place for staff to work
• Undertake ad hoc Procurement requests and other system procedures identified
• Maintain office systems, including data management

Providing support with any other tasks as requested by the managers

• PRINCIPAL RELATIONSHIPS
• Business Support Team (BSM, BSPs, BSAs)
• Key Stakeholders, including Executive Committee members
• Heads of and Functional Leads
• Customers and Suppliers
• Other business support providers across Thales UK
• Demonstrates an understanding of how a professional office works.
• A team player who can also work independently.
• Good communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
• Able to prioritise workload and complete work within agreed timescales.
• Have good organisation skills and proactively seek to offer the best service to stakeholders
• Ability to ‘think on feet’, occasionally working within pressurised situations
• Able to deal with people at all levels of the organisation.
• Handles confidential and sensitive information in a discrete and confidential manner.
• ‘Intermediate’ knowledge of MS office software Outlook and ‘good’ knowledge of Word, Excel, PowerPoint and Visio (or similar software)
• Good spoken and written English.
• Administration; filing; e-filing; GDPR; secretarial; data entry; data input; Excel; Word; Outlook; Access; MS Office; booking system; business support; database management; diary management; minute taking; document control