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Administrative Coordinator

2 months ago

Glasgow, Glasgow City, United Kingdom Northern Marine Full time

About the Role

The Administration Officer position at Northern Marine is a demanding and diverse role within a busy department. The successful candidate will be responsible for providing administrative support to the team, ensuring a fully comprehensive service to our prestigious clients.

Key Responsibilities

  • Provide administrative support to the department, including data entry, document management, and record-keeping.
  • Assist in the organization of company presentations, meetings, and events.
  • Build strong relationships with clients and colleagues through effective communication and excellent customer service.
  • Gain and develop a good general knowledge of client companies and their contract requirements.
  • Respond effectively and efficiently to client and colleague queries.
  • Help devise, develop, and implement good administrative practices, including:
    • Updating and maintaining trainee databases and personnel files.
    • Coordinating cadet availability for exams, courses, and medical appointments.
    • Processing applicants' documentation and ensuring all necessary documents are received prior to course commencement.
    • Processing documentation to ensure cadets and clients have required documents prior to departure.
    • Determining medical and vaccination requirements and facilitating appointments.
    • Communicating with candidates throughout the recruitment process.
    • Liaising with agents, captains, and vessels to find available berths for cadets and arrange repatriation.
    • Applying for flagged state documentation.
  • Adhere to and comply with ISO 9001 standards.
  • Maintain confidentiality of company information and adhere to the principles of the Data Protection Act 1998.
  • Ensure adherence to Northern Marine's Health and Safety Policy and relevant legislation.

Candidate Requirements

  • Sound education at Standard Grade level or equivalent.
  • Ability to maintain confidentiality and comply with GDPR regulations.
  • Effective communication skills.
  • Ability to work under pressure and meet deadlines.
  • Reliable, flexible, and adaptable.

Desirable Qualifications and Experience

  • HNC/HND in business administration or related subjects.
  • Previous experience working in a busy office environment.
  • Previous experience in devising and implementing administrative procedures.