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Administrative Support Professional

2 months ago

Dunfermline, Fife, United Kingdom Defence Infrastructure Organisation Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Support professional to join our team at the Defence Infrastructure Organisation.

Key Responsibilities
  • Monitor and action requests for support received through our internal systems
  • Report building faults to our maintenance team and log all calls onto our maintenance register
  • Process incoming and outgoing mail, using our online mail management system
  • Manage meeting room, pool car, and travel bookings
  • Manage our office stationery store, order supplies, and ensure adequate stocks are available
  • Support our print management contract within our organisation
  • Issue and maintain security fobs for entry, using our access control database
  • Update our internal web pages and file manager
  • Administer and assist with the maintenance of our SharePoint site, to allow for collaborative working
  • Cover the reception desk when required, assisting visitors and answering general questions
Procurement and Bill Payments
  • Manage our procurement and accounts payable processes, including invoices and credit card payments
  • Procure personal safety equipment for staff and maintain records of issue
  • Manage and facilitate our facility-related contracts, including ensuring all purchases are logged
  • Procure and distribute building consumables and manage stock levels
Support to Strategic Support Manager
  • Issue delegation letters on behalf of our senior team and draft letters from templates
  • Maintain and update registers of current delegation holders
  • Maintain accurate records of all facility managers across our organisation
  • Maintain accurate records of all head of establishments
  • Provide information to our strategic support manager, as and when required
Assistant Security Officer
  • Maintain our security list of staff
  • Order security passes for staff, including contractor staff when required
  • Attend security training and keep up to date with requirements
  • Ensure building fobs match the dates of the pass or clearance, whichever is first
  • Assist in arranging annual security threat briefs, while maintaining accurate records
Fleet, Hire Car, and Travel Bookings
  • Manage our site pool cars, issue keys, fuel cards, and authorise paperwork
  • Book hire vehicles through our online booking system
  • Carry out checks on driver licences and drivers' standing orders
  • Update drivers' packs, with regards to policy changes
Assistant Building Fire Focal Point/Lead Fire Warden
  • Maintain accurate records of all routine checks on fire points and fire-fighting equipment within our building
  • Carry out weekly testing of the fire alarm system, with assistance from other colleagues
  • Conduct monthly visual checks on fire-fighting equipment and defibrillators
  • Check all fire routes and exits remain unobstructed and fire doors function correctly
  • Maintain a list of fire wardens and first aiders
Person Specification

We are seeking a highly organised and detail-oriented administrative support professional to join our team. The ideal candidate will have excellent communication skills, both written and verbal, and the ability to manage multiple tasks with ease.

  • Strong organisational abilities, with the successful candidate demonstrating attention to detail, problem-solving skills, and a proactive approach to dealing with office systems and processes
  • Ability to work collaboratively in a team environment
  • Experienced with Microsoft Office Suite, primarily Outlook, Excel, Word, and Teams
  • Confident user of office equipment and IT, with basic troubleshooting skills for common technical issues
  • Willingness to learn and use new systems and technologies
Behaviours
  • Communicating and Influencing
  • Seeing the Big Picture
  • Delivering at Pace
Benefits
  • Learning and development tailored to your role
  • An environment with flexible working options
  • A culture encouraging inclusion and diversity
  • A Civil Service pension with an average employer contribution of 27%