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Administrative Support Specialist

2 months ago

Midlothian, United Kingdom Office Angels Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Support Specialist to provide essential administrative support to our client's Operations department. Reporting directly to the Operations Supervisor, you will work closely with the team to ensure smooth and collaborative operations across various sub-departments.

Key Responsibilities
  • Support the Operations Supervisor and team with daily tasks and requests.
  • Assist in drafting, reviewing, and formatting operational documentation, including policies, procedures, and reports.
  • Monitor, update, and maintain trackers to ensure efficient workflow and timely completion of tasks.
  • Upload documents to cloud-based platforms for smooth accessibility and collaboration.
  • Take comprehensive meeting notes and ensure timely upload of actions to our online project management system.
  • Assist in drafting risk assessments, health and safety policies, and COSHH forms to ensure compliance with regulatory requirements.
  • Maintain trackers to ensure all company documents are up-to-date and easily accessible.
  • Arrange training courses and record actions to ensure staff development and compliance.
  • Prepare for internal and external health and safety audits to ensure a safe working environment.
  • Assist with drafting HR policies and take verbatim notes during interviews to ensure accurate information capture.
  • Support the finance team in drafting quotes, purchase orders, and invoices to ensure timely and accurate financial transactions.
  • Aid in purchasing activities under supervision to ensure efficient and cost-effective procurement.
  • Administer the Electronic Quality Management System, including document management, to ensure compliance with quality standards.
  • Assist in drafting, reviewing, and formatting quality documents to ensure accuracy and compliance.
  • Support logistics by coordinating sample collection and materials despatch to ensure timely and efficient delivery.
  • Work with the Project Manager to update Asana Project tool tasks to ensure accurate project tracking and management.
  • Take meeting notes for the Project Manager and ensure accurate information capture to inform project decisions.
  • Draft and format project documents and coordinate meetings to ensure effective project communication and collaboration.
Skills and Experience Required
  • Experience in drafting and formatting documents, including policies, procedures, and reports.
  • Proficient in taking verbatim notes during meetings and ensuring accurate information capture.
  • Strong organizational and time management skills to prioritize tasks and manage multiple projects.
  • Ability to work under pressure, multitask, and prioritize effectively to meet deadlines.
  • Excellent interpersonal and communication skills to collaborate with colleagues and stakeholders.
  • Good working knowledge of IT applications, including MS Office, to ensure efficient and effective administrative support.
  • Keen attention to detail to ensure accuracy and compliance with regulatory requirements.
  • Passionate about delivering high-quality work and contributing to a dynamic and collaborative team.
Desirable Skills
  • Willingness to learn new skills and knowledge to adapt to changing business needs.
  • Previous office-based experience to understand administrative procedures and protocols.
  • Ability to drive to the office to ensure timely attendance and participation in meetings and training sessions.
Key Personal Criteria
  • Proactive and self-reflective mindset to continuously improve administrative processes and procedures.
  • Strong team player with a collaborative approach to work effectively with colleagues and stakeholders.
  • Adaptable to changing priorities and deadlines to ensure timely completion of tasks and projects.
  • Diligent and attentive to detail to ensure accuracy and compliance with regulatory requirements.