Administration - Business Support Administrator

2 months ago


Gosport, United Kingdom Mitie Full time

**Job Overview**:
Location:HMS Sultan, Napier House, Military Road, Gosport, Hampshire, England, PO12 3BY

**Job Type**: Permanent, Part Time
Hours: 30 Hours a week

Based in HMS SULTAN, Gosport this post delivers effective and efficient administration support to the Safety, Health, Environmental Protection and Sustainable Development (SHEP SD) Section, working within a small, resolute team.

The role is 30 hours a week and requires the use of both Office 365 and SharePoint via the MOD based system on daily basis, with occasional requirement to visit areas on site which are role relevant.

**Main Duties**
- Administer Accident/Incident Procedures.
- Produce reports including false Fire Alarm reports and defect reports for Buildings, tracking remedial actions and progress.
- Administer and monitor training activity, liaising with appropriate external authorities.
- Assist with updating the section diary, which may include involving liaison with both internal and external agencies to ensure all needs are met.
- Manage Instructions and Certificates, maintaining the SHEP SD training databases using SharePoint Online (SPOL) and other associated systems.
- Enter relevant data on the Fire Safety Management Plan database.
- Upload and Administer the SHEP SD Audit and Survey reports, completed by appropriate Health and Safety representative.
- Organise and attend meetings, acting as Secretary when required producing agendas and minutes.
- Facilitate the efficient and effective processing of information, including the administration of related file plan/SHEP SD Site Collections plus dispatch or distribution of section mail.
- Act as point of contact for all visitors, arranging entry into the establishment and escorting where required.
- Maintain and submit departmental stationery supplies, when required.
- Comply with the Data Protection Act (DPA) and General Data Protection Regulations (GDPR).
- Contribute to a safe working culture by adhering to the Health and Safety procedures, processes, and all current legislation.
- Carry out any other tasks as determined by the MITIE Line Manager, including support/cover for other MITIE staff when required in the contracted region.

**What we are looking for**:

- Strong interpersonal skills with the ability to communicate effectively at all levels, orally and written.
- Capable and experienced in use of MS Office software.
- Ability to work to tight deadlines and adapt to short notice changes.
- Demonstrative experience of providing similar services (highly desirable).
- Innovative with the ability to offer creative and practical solutions, be forward thinking.
- Customer facing and a pro-active approach to ever-changing demands.
- Administration experience (desirable).
- Good standard of education (GCSE Grade C or relevant qualification at NVQ Level 2/3)
- Knowledge of the MOD/Royal Navy (desirable).

**Additional Information**

MOD security clearance and DBS Standards are required. To meet national security vetting requirements, you will normally need to have been resident in the UK for at least 3 years to gain a Counter Terrorist Check, 5 years for Security Clearance.

Proof of right to work in the UK essential

The Contract operates a 30 hour working week between the hours of 0730 and 1700 Mon to Fri only. The current working hours allow for an early finish on a Friday.

Required to wear approved company work wear.

**About the company**

We are a business of 77,500 colleagues making us the UK's leading facilities management company. Mitie's vision is to work together to deliver the exceptional, every day.

It is a commitment we make to our customers day in, and day out. We are built on integrity and trust. We always go the extra mile to get the job done.


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