Information Management Assistant

2 weeks ago


Oxford, United Kingdom Mace Full time

The opportunity - Based onsite in Oxford

Mace is an international consultancy and construction company, founded and built on exceptional people with a deep-rooted entrepreneurial spirit. We are global experts in shaping the built environment - helping to lead the way to a more connected, resilient and sustainable world.

The business has a reputation for constructing some of the most iconic buildings, delivering some of the worlds most impactful regeneration schemes, and leading the way in revolutionising the industry to make it safer, more sustainable and more efficient.

Since day one we have relentlessly pursued a better way. Our purpose - to redefine the boundaries of ambition - is the reason we do it. It’s why we exist. It’s what drives us forward. It’s how we create an enduring legacy in this world.

It challenges and energises us to improve, innovate and exceed expectations. And go beyond. To dream bigger and achieve more for every place, project and every person we impact. Building a world where ambition has no boundaries.

Project: Public Sector Construction - Oxford

Your responsibilities will include:

- Organising internal and external meetings and arranging presentations, documents, equipment and refreshments as required.
- Ensuring all drawings and documents are published to the system are associated to a document transmittal.
- Ensure that designers are publishing documents in accordance to the protocols and using the agreed distribution matrices.
- When designers issue data to Aconex ensure that their ‘project status’ is as per the project protocol and that the system is configured so that they can only use the statuses within the protocol.
- Distribute drawings to Mace package managers for authorisation system) when agreed then forward this information to the sub-contractors as per the Aconex procedures guide.
- Ensure that the agreed forced issue groups are set up so that sub-contractors issue all drawings and documents directly to the PIC.
- Issue Sub Contractor submittals to Mace package managers for Authorisation and to lead consultants for ‘Lead Review’, any additional actions/ distribution to be agreed with the Mace team.
- Run reports to show overdue actions on these documents from the consultant’s as part of the weekly reporting process.
- When sub-contractors issue data to conject ensure that their ‘project status’ is per the project protocol and that the system is configured so that they can only use the statuses within the protocol.
- Produce RFI summary reports as part of the weekly reporting process.
- Ordering Stationery.
- Ordering PPE for the team.
- Maintaining company electronic filing system.
- Supply chain prequalification requests.
- Ensuring the office is maintained within H&S standards and testing’s.
- Comply with safe working practices.
- Represent the company in a presentable and professional manner.
- To follow the company’s equalities policies in relation to other Mace staff and any external parties.
- Ensuring that all aconex Procedure/ Process Guide’s, where applicable, are issued to all Project Teams.
- Ensuring that all Aconex Procedure/ Process Guide’s, where applicable, are issued to all project sub-contractors as part of tender documentation and as part of any Starter Pack.
- Read and understand all Mace aconex process & procedures guide’s for the Project.
- Ensuring the Mace team adheres to the project process & procedures and provide guidance when deviation occurs.
- Maintaining the project work package list and ensure documents are being assigned to work packages, as per the Mace work packaging guidelines & in tandem with the sub-contractor viewing restrictions.
- Managing and control distribution lists as per the agreed distribution matrices.
- Running exception reports for Mace managers on a weekly basis.



  • Oxford, United Kingdom University of Oxford TSS Full time

    Location: - Oxford City Centre- Category: - Administration- Vacancy Type: - Full-time (temporary)- Pay rate: - £17.38 p/h + Holidy Pay- Web advert- Vacancy ID 15793- We are currently recruiting for a temporary information Compliance Assistant to work on site at one of our centrally based departments starting between the 3rd and 10th July and lasting for...


  • Oxford, United Kingdom OME for Oxford Policy Management Full time

    Oxford Policy Management is a development consultancy with almost 30 years’ experience in providing rigorous analysis, policy advice, technical assistance and training services to over 120 national governments, aid agencies and public sector and nongovernmental organizations. OPM employs over 350 technical staff across its global network of offices...


  • Oxford, Oxfordshire, United Kingdom FORSEVEN Full time

    FORSEVEN Our vision is to reimagine the way we manufacture, own and connect with electric vehicles. By doing so, we will build for a better, circular future and lighten our impact on the planet. View company page Reporting to our Head of IT, you will be responsible for continuing the enhancement and implementation of information security and data...


  • Oxford, United Kingdom Oxford Health NHS Foundation Trust Full time

    The Information Governance Advisor will provide specialist advice to staff, managers, and key stakeholders to promote regulatory compliance with the Data Protection Act (2018), UK GDPR Regulations (2020) and all other related legislations and national audit requirements. The post holder will manage and develop the Information Governance Administrator and...


  • Oxford, United Kingdom Belmond Management Full time

    As an Evening Housekeeping Assistant at Le Manoir aux Quat’Saisons you will be the ambassador of our rooms. Our 32 luxurious rooms offer a home away from home for your guests and it is our team of fantastic room attendants that make this happen. If you are looking to develop your skills and be part of the future of luxury, this is your moment. **Primary...


  • Oxford, United Kingdom University of Oxford Full time

    **About the job** **Research Information Coordinator (18 months fixed term)** **5 Worcester Street, Oxford, OX1 2BX** **Grade 7 - £36,024 - £44,263** **This is a re-advertisement so previous applicants need not apply.** The University of Oxford, a world-leading research university, is seeking a talented **Research Information Coordinator.** In this...


  • Oxford, United Kingdom Oxford Health NHS Foundation Trust Full time

    The role of the Information Governance Administrator is to provide comprehensive advice and coaching regarding Information Governance legislation, policies, and procedures to all staff at all levels across the organisation. The post holder will work closely with the Information Governance Advisor and Information Governance Manager to promote compliance with...


  • Oxford, United Kingdom University of Oxford Full time

    **Do you want variety in your next job? Would you welcome the opportunity to work with those involved in every facet of Oxford University, from the development of life-saving vaccines to managing the UK’s oldest museum?** As an Information Compliance Officer, you will be required to respond to requests for information that reflect the full diversity and...


  • Oxford, United Kingdom Essential Employment Full time

    **Information and Media Administrator needed in Oxford Paying £15 per hr ref 5244593** **Full time hours on a temporary basis** - Coordinate, create, and place content for the team’s website pages and social media platforms - Manage online social media messaging and conversations if required, and plan and schedule content for long and short-term...


  • Oxford, United Kingdom Belmond Management Full time

    As a Restaurant Receptionist at Le Manoir aux Quat’Saisons you will be responsible for assisting with the smooth running of the restaurant, lounges and bar as well as hosting all of our guests and residents for all services. If you are looking to develop your skills and be part of the future of luxury, this is your moment. **Primary Responsibilities...


  • Oxford, United Kingdom JD Estate Management Full time

    JD Estate Management are looking to hire an experienced gardener to look after a collection of large private gardens. You will be expected to work as part of a small team, as well as help in guiding younger/less experienced team members so they can gain more knowledge and experience. Duties to include but not limited to: - Maintaining kitchen gardens, -...


  • Oxford, United Kingdom iWork Recruitment Limited Full time

    Contract to start on 12-02-24 until 23-04-24 with a possible extension. **Job Purpose** The purpose of the job is to work within the Education Service where you will deliver a wide-range of administrative functions. This will include the design and development of communications for website and social media, if appropriate. You will work alongside...


  • Oxford, United Kingdom Perspectum Full time

    We are seeking a dynamic individual to join our Information Technology team, as Perspectum’s first IT Intern for a 12-month fixed term basis! In this role, you'll play a vital part in maintaining our systems and offering IT support to our colleagues. **About The Role** Your responsibilities will include hands-on work and close collaboration with our IT...

  • Executive Assistant

    5 days ago


    Oxford, United Kingdom University of Oxford TSS Full time

    Location: - Oxford City Centre- Category: - PA/EA- Vacancy Type: - Full-time (temporary)- Pay rate: - £15.60-£17.38 DOE + holiday pay- Web advert**Vacancy ID**:15989- Are you a seasoned professional in executive support, adept at managing multiple tasks with finesse and precision? An exciting opportunity has arisen for an Executive Assistant to join a...


  • Oxford, United Kingdom University of Oxford TSS Full time

    Web advert - Are you a good communicator with excellent IT skills and attention to detail? A central University of Oxford department is seeking a new Administrative Assistant. Pay rate is £13.44 p/h plus holiday pay.- Duties include: - Recording information on excel spreadsheets relating to full-time and part-time student accommodation - Producing tenancy...


  • Oxford, United Kingdom University of Oxford TSS Full time

    Location: - Oxford City Centre- Category: - Administration- Vacancy Type: - Full-time (temporary)- Pay rate: - £13.56 per hour + Holiday Pay- Web advertVacancy ID: 15828 Are you a proactive individual with a keen eye for detail and a passion for supporting operational efficiency? We are currently recruiting for a **temporary Operations Assistant **to work...


  • Oxford, United Kingdom University of Oxford Full time

    The Department of Education is looking to appoint an administrative assistant to provide administrative support for the Excluded Lives Research Project. The post holder will be the first point of contact for enquiries about the research project, assisting in producing and maintaining a number of sources of information on the website and managing publications...

  • Executive Assistant

    4 days ago


    Oxford, United Kingdom Page Personnel Finance Full time

    Permanent Executive Assistant in Oxford paying £30k - £34k. Great company to work for! **Client Details** My client based in Oxford is looking for a permanent Executive Assistant. Opportunity to work for a great company supporting the Bursar. You will be responsible for diary management, organising meetings and travel arrangements, and produce and...


  • Oxford, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

    Are you looking for an entry-level role into Recruitment and HR? Are you looking for a role in a supportive environment, where full training is provided as well as the opportunity for career advancement? YES! Read on... We are looking for a Recruitment Assistant do join our busy and dynamic Resourcing Team within General Recruitment. As the Recruitment...

  • Assistant Clinical Trial Manager

    Found in: beBee S GB - 1 week ago


    Oxford, United Kingdom University of Oxford Full time

    About the role We have an exciting opportunity to join the Specialised Translational Research Oxford Neuromuscular Group (STRONG) in the Department of Paediatrics as our Assistant Clinical Trial Manager. You will play an important role in supporting the delivery of our portfolio of clinical trials and will work closely with the Clinical Trial Managers and...