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Support Services Administrator

4 months ago

Manchester, United Kingdom Chiesi Farmaceutici Full time

Support Services Administrator
Date: 02-Feb-2023
Department: HR Training & Support Services
Team: General Services, Security & Office Management

**Job Type**: Direct Employee
Contract Type: Permanent

**Location**:
Manchester, GB

We have an exciting opportunity for a Support Services Administrator to join our Support Services team.

At Chiesi it is our people who are at the heart of what we do and achieve. A proud family business we are a Top Employer and a Great Place to Work in the UK.

Joining us in the role of Support Services Administrator you will provide travel administration for the travel department within Support Services as required to meet the demands of the business and to ensure travel, meetings and accommodation bookings are made within the time frames and budgets required and with appropriate suppliers.

As a Support Services Administrator you will have a strong ability to prioritise whilst maintaining a flexible approach, managing a workload that covers travel, including invoices, administration, accommodation & meeting bookings. Strong time and project management skills are a must. Accuracy is essential and experience of data processing and maintenance with high level knowledge of Microsoft Office, in particular Excel, Word, and PowerPoint.

Experience of organising travel bookings both directly and through a service provider would be preferred as would experience of dealing with invoicing. The ability to multi-task and prioritise the workload is a key requirement as is the ability to suggest and implement best practice working/procedures. Ability to work as part of a team is also essential.

We offer a blended approach to work, giving you the flexibility to work from home 2 days per week. We also offer a great benefits package including Pension, Private Medical and Dental cover, 25 days leave, competitive salary, and an annual bonus scheme.

The role will be based at our Head Office, we are close to Manchester Airport with excellent public transport links and the added advantage of free car parking and electric charge points if you choose to drive to work.

We look forward to welcoming you to our team.

Purpose

To provide travel administration for the Travel department within Support Services as required to meet the demands of the business and to ensure Travel, Meetings and Accommodation bookings are made within the time frames and budgets required and with appropriate suppliers.

Profile

The role requires a strong ability to prioritise whilst maintaining a flexible approach, managing a workload that covers Travel, including invoices, administration, accommodation & meeting bookings. Strong time and project management skills are a must. Accuracy is essential and experience of data processing and maintenance with high level knowledge of Microsoft Office, in particular Excel, Word, and PowerPoint. Experience of organising travel bookings both directly and through a service provider would be preferred as would experience of dealing with invoicing. The ability to multi-task and prioritise the workload is a key requirement as is the ability to suggest and implement best practice working/procedures. Ability to work as part of a team is also essential.

Main Responsibilities

Accommodation, Meetings & Travel

Provide guidance on how to book travel and accommodation for new starters using the TMC (travel management company) portal.
Provide guidance for requesting external meeting rooms
Book venues for external meetings as requested. Co-ordinating all requirements from start to end.
Record and update details of meeting bookings on the tracker and recording changes as appropriate.
Provide cost centre details for all bookings.
Update starter and leavers details in HR spreadsheet uploading changes to the TMC.
Reconcile travel and accommodation invoices against events ensuring any cancellations are credited for.
Manual Certificate all invoices.
Book hire cars as requested.
Review all security/medical advisory alerts from ISOS. Check the ISOS tracker to identify any employees that may be affected and advise accordingly.
Communicate to the wider business any travel alerts as advised by the TMC.
Management and distribution of eye care vouchers.
Be a Working Partner for other team members, providing support in period of absence.
In conjunction with the Support Services HO Team Leader, host weekly review meetings with the TMC to address any issues and seek ways to improve the service and escalating any unresolved issues to the Head of Support Services.
Retrieve and collate all flight, rail and car hire mileage and Co2 data for submission to the Sustainability Data Cube (SDC)
Provide support for ad hoc requests for administration support from Support Services Team Leader

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**Job Type**: Permanent