Administration Officer

1 week ago

Glasgow, United Kingdom Northern Marine Group Full time

The role of Administration Officer is demanding and diverse within a very busy department whose objective is to offer a fully comprehensive service to its many prestigious clients. The ability to build strong relationships with clients & cadets to develop confidence and trust, to maintain a long-term working relationship is imperative. Strong administrative support is seen as essential in achieving Company Objectives ensuring CMT exceed customer requirements.

**Key Responsibilities**:

- Provide administrative support for department
- Assist in organisation of company presentations / meetings / careers events etc.
- Build good relationships with clients with the use of effective communication and excellent customer service
- Gain and develop good general knowledge of client companies and their contract requirements.
- Respond effectively and efficiently to all client / cadet queries
- Help devise, develop, and implement & maintain good administrative practices by:

- Updating and maintaining trainee database / personnel files
- Coordinate cadet availability around exams / courses for attendance of various medical / visa appointments
- Process applicants' documentation ensuring all documentation is received prior to commencement of course
- Process documentation ensuring cadets / clients have required documentation prior to cadets going to sea
- Book domestic / international travel and accommodation
- Determine medical / vaccination requirements as per company requirement and facilitate appointments
- Liaise with Agents / Captains / Vessels to find available berths for cadets / repatriation arrangements

- Adhere to and comply to ISO 09001 standard
- Always maintain confidentiality of the Company and adhere to the principals of the Data Protection Act 1998; information should never be disclosed to third parties without expresses permission
- Ensure the appropriate standards of Health and Safety are adhered to in line with the Northern Marine's Health and Safety Policy also inclusive of current and future legislation.

**Essential**:

- Sound education at Standard Grade level or equivalent
- Comply with GDPR regulations and ability to always maintain confidentiality
- Ability to communicate clearly
- Comply with ISO standards
- Professional & pleasant telephone manner
- Good team attitude
- Attention to detail with methodical approach to work
- Work effectively under pressure
- Reliable, flexible and adaptable

**Desirable**:

- Previous experience of working in a busy office atmosphere
- Previous experience in devising and implementing administrative procedures

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