Administrative Support Specialist

2 months ago

Birmingham, Birmingham, United Kingdom RSS Infrastructure Full time
About the Role

We are seeking a highly organized and detail-oriented Office Administrator to join our team at RSS Infrastructure. As our Office Administrator, you will play a critical role in supporting our team with a wide range of administrative tasks, ensuring the smooth operation of our office and project administration.

Key Responsibilities
  • Accurately transfer allocated shifts from client work plans onto board spreadsheets, ensuring timely and accurate updates.
  • Enter job orders onto Aspire, including postcodes, supervisor names, and contact details, pick-up times and locations, and order numbers, with precision and attention to detail.
  • Assign workers to Aspire, highlighting potential issues related to exceedances, worker competence, and missing tickets, and ensuring compliance with rail working regulations and UK employment legislation.
  • Chase confirmation of attendance on planned works from all workers, highlighting any outstanding confirmations to Rail Managers.
  • Print, scan, and send timesheets to workers in advance of work, and chase any outstanding timesheets to ensure timely submission.
  • Check that all client orders match Aspire, highlighting any discrepancies to the Rail Manager and ensuring accurate order numbers are entered onto Aspire.
  • Record holidays booked by workers on Aspire, ensuring accurate and up-to-date records.
  • Record training notified by Rail Managers on Aspire, ensuring compliance with company procedures.
  • Deliver accurate and effective administration, ensuring all workers are paid correctly and on time.
  • Update the client system as required, ensuring seamless communication with clients.
  • Maintain Fatigue Risk Calculators for Safety Critical staff and drivers, highlighting any issues to management.
  • Ensure 100% compliance with company processes, procedures, and management systems.
Requirements
  • Demonstrate either a qualification to level in Business Administration or a minimum of years of administration experience.
  • Experience working with Timesheets, Payroll, and Staff Rotas.
  • Knowledge of using worksite management systems.
  • A solid understanding of MS Office applications, including Word and Excel.
  • Excellent organizational and time management skills, with the ability to multitask effectively.
  • Strong attention to detail and accuracy in completing tasks.
  • Previous rail or construction administration experience is an advantage.
What We Offer
  • days paid annual leave rising to plus statutory bank holidays.
  • Contributory pension scheme.
  • Life assurance.
  • BHSF healthcare cash plan.
  • Employee assistance programme.
  • Sick pay increases with length of service.
  • Long service awards.
  • Continuing professional development.
About RSS Infrastructure

RSS Infrastructure (RSSI) is a multi-disciplinary service provider for the rail and construction sectors. We have an award-winning reputation for developing solutions to improve safety and productivity.

Founded in, RSSI provides a range of services to the infrastructure sector, including arboriculture, construction and civils, magnetic track safety services, overhead line electrification, possession management, safety-critical resources, signalling, and welding. RSSI is also the only company in the UK that offers Track Warning Systems.

We have more than full-time employees and a large contingent workforce that covers most of the UK. We operate from offices in Birmingham, Doncaster, and Cwmbran.

As an equal opportunities employer, RSSI does not discriminate based on ethnicity, race, religious beliefs, age, disability, gender, or sexual orientation. As a proud signatory to the Armed Forces Covenant, we encourage reservists and veterans of the Armed Forces to apply for positions. For more information on how we strive to create equal opportunities and encourage under-represented groups to apply for roles and join us, visit our parent company website – Work for Us.

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