Description
Purpose To provide administration support to EFAB’s business functions.
JOB DESCRIPTION
Main Accountabilities & Competencies
Accountabilities
• Provide general administrative duties to support business functions.
• Undertaking routine tasks such as filing and photocopying, data processing, meeting room booking, minute taking, general typing/word processing and document formatting
• Provide Reception Cover by answering calls and taking care of visitors when required
• Organising travel arrangements
• Undertakes any other duties assigned by the Line Manager which are reasonable and consistent with the Administration Assistant role.
Competencies
• Experience in an administrative or documentation role
• Able to use the SAP system.
• High attention to detail
• Strong computer skills including experience of working with MS office applications.
• Ability to follow verbal and written instructions
• Ability to take initiative and carry out assigned tasks to completion
• Verbal and written communication skills
• Ability to prioritise and multi-task
• Flexible and adaptable to meet client/business requirements.
Key Indicators/Requirements
• Achievement of Key Performance Indicators and Service Level Agreements, as set by your line manager from time-to-time.
• Satisfied clients, both internal and/or external.
• Timely completion of work.
• Quality of work.
• Adherence to relevant processes, procedures, and Policies.
• Professionalism.
• Integrity.
• Trust.
• Team Spirit.
Commercial & Risk
• Inform project manager / line manager of potential risks identified in a timely manner.
• Work within allocated CTR or allocated hours where applicable.
• Demonstrate clear understating of relevant commercial and budgetary landscape.
• Work to agreed plans, using initiative to identify improvements/savings.
• Function as an ambassador for the Company, always presenting the right image to existing and potential clients.
• To attend meetings and forums, representing the Company.
• Forge links and establish communication with relevant colleagues and other stakeholders.
Health, Safety, Environment & Quality
• Inform line/project manager of potential project risks identified in a timely manner.
• Working within the Company’s ISO 9001:2015 quality systems.
• Responsible for own safety at work.
• Consideration to be given to others in working environment.
• Adhere to Company and client health and safety procedures.
• Comply with – and work to - relevant procedures, policies, processes, and standards, to meet the required level of quality in all outputs.
• Zero non-conformances to all Company, client, and project specific quality and safety plans.
• Adherence to PPE requirements, where applicable.
Technical Requirements
• Keep up to date with latest industry and functional standards, technology, and norms.
• Be familiar with all relevant systems.
• A good understanding of the availability and use of all relevant electronic tools and software.
• Full awareness and understanding of relevant legislation and standards, and their practical application.
• Awareness and understanding of all relevant Company Policies, processes, and procedures.
PERSON SPECIFICATION
Knowledge, Skills, Experience & Qualifications
• A formal UK qualification in Business Administration is desirable, although not essential.
• Previous experience with SAP
• Experience in an administration role.
• People skills.
• Honesty, integrity, and reliability.
• Solid written and verbal communication skills.
• High diligence.
• Organisational skills.
• Attention to detail.
• Analytical skills.
• Excellent computer skills, including MS Office, particularly Excel, Word, and Outlook.
• Presentation skills desirable.
• Understanding of data privacy standards.
These roles and responsibilities are issued as a guideline to help you understand the duties you are expected to undertake as part of your role. They may be subject to change from time-to-time to meet business needs, and you may be required to carry-out additional duties that are reasonably consistent with your skills and status.
