Business Support Administrator

6 days ago

Oakham, Rutland, United Kingdom Egis in the UK Full time
Job Description

Job title: Business Support Administrator

Location: Oakham

Galson Sciences Ltd has over 30 years of experience in consultancy and research services for clients in the nuclear sector globally. Our headquarters are in Oakham, Rutland, with additional staff located in Bristol, Montpellier (France), and a new site opening in Poland in 2024. Our core values revolve around innovation, sustainability, ethical behavior, and prioritizing staff development and well-being.

We are a proud member of the Egis Group, an international organization known for bringing innovation to consulting, engineering, and operations within the construction, engineering, and mobility services sectors (with a turnover of £1.3 billion and 18,000 employees).

We are looking for a highly motivated individual to join our administrative team. In this role, you will report to the Operations Manager and provide vital support to a group of approximately 25 technical consultants. This is an exciting time for Galson Sciences due to our recent integration with the Egis Group in 2021, offering ample opportunities for growth and development.

Job Description:

The ideal candidate will play a crucial role in ensuring the smooth operation of the business, excelling in organizing people, information, and resources. Collaborating closely with the Operations Manager, you will be at the forefront of coordinating and implementing changes as we further merge with our parent company. Your responsibilities will range from streamlining daily business activities during our transition to new enterprise resource planning (ERP) software to supporting internal IT projects.

Key responsibilities include:

  • Supporting Egis integration initiatives, including data migration and onboarding project information to the new ERP system.
  • Assisting in the preparation of bid documents by collecting project requirements, organizing bid materials, and compiling proposal elements for future use.
  • Collaborating with the Operations Manager and Project Managers to gather necessary information for proposals and reports.
  • Aiding in the formatting of proposal and report components to align with company branding and templates while upholding high quality standards.
  • Facilitating the internal circulation of upcoming bids to relevant project staff.
  • Engaging with commercial partners, clients, and project team members to facilitate information exchange and address inquiries.
  • Managing staff security clearances to ensure compliance with industry regulations.
  • Supporting project finance tasks such as processing staff expenses, coordinating timesheet approvals, and client reporting.
  • Performing any other duties as assigned from time to time.

Profile:

We are looking for a self-starter with a high level of energy and organizational skills. You should thrive on establishing connections, finding creative solutions to challenges, and providing valuable support in a variety of areas. The role demands great interpersonal skills, keen attention to detail, proficiency in multitasking, and a passion for building relationships.

In close collaboration with Project Managers, you will be instrumental in providing essential administrative support to enhance technical delivery focus and contribute to new bidding and business development opportunities. Proficiency in Microsoft Office, experience in supporting multiple staff members administratively, and a knack for handling a diverse range of tasks effectively are essential.

Responsibilities will include supporting staff resource planning, handling staff security clearances, and assisting with project finance-related activities. Our support team works together to ensure a consistent level of assistance for our Managing Director and consultancy staff. Graduates are also eligible to participate in the Egis in the UK graduate program.

Essential skills and experience:

  • Strong interpersonal skills with a confident and professional demeanor
  • Experience in office environments or relevant academic background
  • Solid organizational and planning abilities
  • Self-driven, motivated, and capable of working independently to complete tasks
  • Proficiency in MS Office and IT skills
  • Effective time management and prioritization skills
  • Attention to detail and problem-solving capability

Desirable skills and experience:

  • Previous experience in office administration or project support (preferably 2+ years)
  • Familiarity with financial accounting systems or a willingness to learn
  • Experience in regulated environments
  • Background in business development or commercial support
  • Knowledge of Quality Assurance systems like ISO 9001

Equality & Diversity:

We are committed to fostering an inclusive work environment that reflects the diversity of the communities we serve. We encourage applications from individuals of all backgrounds, irrespective of age, disability, gender, race, religion, sexual orientation, socioeconomic status, or any other protected characteristic. Our selection process is based solely on merit, experience, and suitability for the role. We value the unique contributions of every individual, ensuring that everyone is heard, respected, and included.

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