Office Administrator

4 weeks ago

Birmingham, Birmingham, United Kingdom RSS Infrastructure Full time

Job Summary:

We are seeking an experienced Office Administrator to join our team at RSS Infrastructure. As an Office Administrator, you will play a vital role in supporting our team with a wide range of administrative tasks, including office and project administration.

Key Responsibilities:

  • Accurately transferring allocated shifts from client work plans onto board spreadsheets.
  • Ensuring job orders are accurately entered onto Aspire, including postcodes, supervisor names, and contact details.
  • Assigning workers accurately planned works on Aspire, as planned by the Rail Managers, highlighting issues relating to potential exceedances, worker competence, and missing tickets.
  • Highlighting to Project/construction managers if assigning workers to Aspire contravenes rail working regulations or does not comply with all UK employment legislation.
  • Checking if confirmation of attendance on planned works is received from all workers, chasing if not received, and highlighting to Rail Managers where confirmation is outstanding.
  • Printing, scanning, and sending timesheets to workers a minimum of hours in advance of work.
  • Chasing timesheets (where required) ensuring workers return them by each Monday for prior weeks work.
  • Checking that all client orders match Aspire, highlighting issues to the Rail Manager, requesting amendments to orders where required, and ensuring all order numbers are accurately entered onto Aspire.
  • Ensuring that all holidays booked by workers are recorded on Aspire.
  • Ensuring all training notified by the Rail Managers is recorded on Aspire.
  • Delivering accurate and effective administration ensuring all workers are paid correctly and on time.
  • Responsible for updating the client system as and when required.
  • Keeping Fatigue Risk Calculators up to date for all Safety Critical staff and drivers and highlighting any issues to management.
  • Ensuring % compliance with all company processes, procedures, and management systems.

Requirements:

  • Demonstrate either qualification to level in Business Administration or a minimum of years of administration experience.
  • Experience of working with Timesheets, Payroll, and Staff Rotas.
  • Knowledge of using worksite management systems.
  • A solid understanding of MS Office applications, including Word and Excel, is essential for this role.
  • Excellent organisational 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.

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.

RSSI has more than full-time employees and a large contingent workforce that covers most of the UK. It operates 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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