Apr
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April 9, 2018 | Comments Off on Administrator
Administrator Location: Exeter Contract: South West Water Job Description: Reporting to the Operational Support Coordinator, you will be responsible for maintaining and dealing with all operational support activities with an effective implementation of IT expertise and communication skills. Acting as a central point for the department, liaising with the operational teams and other Kier offices/departments to provide co-ordination of data collation, training, briefings and SHEA reporting. In addition to the above duties you will also be required to provide cover for team members.
Maintain departmental database (MARS) system collating and recording health & safety records to include briefings, inspections, absences, hazard spots
Liaise with operational staff to maintain accurate work records
Liaise with contract managers to ensure new starters' records are obtained and held locally
Maintaining / tracking personnel training records to ensure certificates are obtained and current. Updating MARS accordingly.
Issue / chase, track & circulate joining instructions for training course dates and reminders.
Track & chase outstanding certificates & once received update individuals' records
Maintain & monitor actions and progress relating to the training plan
Updating the Internal Trainers' diaries with all necessary information and events on a SharePoint system
Run monthly training renewal reports highlighting forthcoming qualification expiries, compare the results to the training plan and action accordingly
Liaise with training providers and colleagues to organise required training
Maintain and update the training plan for your assigned contracts
Building training plans for the contracts assigned to yourself
Collate and prepare data for monthly reports (H5O & H5O MEICA), ensuring timely submission to deadlines. Liaise with contract / client personnel
Monthly collation of overtime hours / submission on internal system
Liaise with staff across the business unit to set monthly overtime deadlines, collate overtime forms, obtain necessary authorisations and process forms on Oracle in a timely fashion
Organise and attend Stand up Days / events
Process flow generation & implementation
Electronic filing and archiving of employee records
Any additional ad-hoc duties that may be required
Take a roll in contributing towards generating an effective and orderly office based working environment
Carry out First Aider duties (Ad-hoc) optional
Carry out Fire Warden Duties (Ad-hoc) optional
Attend and take part in various meetings
KPI's
High standard of reporting maintained
Accuracy of data entry and status of departmental databases/spreadsheets
Reports and paperwork processed on time and in line with deadlines
Status of training plan
Timely delivery of tasks
Team feedback
Organisation skills
Ability to manage own workload and prioritise task
Communication skills
Skills & Experience
Attention to detail
Strong organisational and time management skills
Capable of understanding client and company requirements
Good communication with employees, clients and training providers
Good IT skills to include Microsoft Word, Excel, Access, Visio & Outlook with a particular emphasis on spreadsheets and databases to Office 365
Health, safety and environmental awareness
First Aid at Work certificate
Mange workload to targets and customer expectation are met
Fire Warden Certificate
Desirable:
NVQ 2/3 Administration
Microsoft Word, Excel & Visio intermediate
Fire/First Aid certificate
SharePoint Systems
Personal Characteristics:
Flexible working approach
Assertive, diplomatic and patient
Responsible and reliable
Able to work on your own initiative and as part of a team
Able to communicate both written and verbally
Ability to prioritise and carry out work in the specified time with minimum supervision
Takes ownership of tasks undertaken
Has self confidence in abilities, personal drive and enthusiasm
Note:
This profile is not exhaustive. From time to time you will be required by the company to perform other tasks not included below but which are within your capabilities. If required, additional training will be given.
About Kier:
Make the journey. Leave a legacy.
Being part of Kier means living our values of being collaborative, enthusiastic and forward thinking. We all have the potential to shape our world, and it's through these values that we will leave a lasting legacy. Bring your talent and ambition to Kier and you will be given the scope and opportunity to invest in your own future, to build your expertise and contribute to a rich and diverse culture.
Kier is an inclusive employer.
Let's shape your world together.