Administrator

4 months ago

Cirencester, United Kingdom Jacobs Full time
Administrator-(EST00024R)

Your Impact:

At Jacobs, we'll inspire and empower you to deliver your best work so you can evolve, grow and succeed – today and into tomorrow. With more than 55,000 people in 40+ countries, working at Jacobs offers an exciting range of opportunities to develop your career within a supportive and diverse team who always strive to do the right thing for our people, clients and communities.

People are Jacobs’ greatest asset, and we offer a competitive package to retain and attract the best talent. 

In addition to the benefits you’d expect, UK employees also receive free single medical cover and digital GP service, family-friendly benefits such as enhanced parental leave pay and free membership of employee assistance and parental programmes, plus reimbursement towards relevant professional development and memberships. We also give back to our communities through our Collectively program which incorporates matched-funding, paid volunteering time and charitable donations.

Work-life balance and flexibility is a key focus area for Jacobs. We’re happy to discuss hybrid, part-time and flexible working hours, patterns and locations to suit you and our business.

About the Opportunity

The Administrator is responsible for ensuring the efficient operation of the Harwell office by providing essential clerical support to the teams and day-to-day organisation of the office. This role demands an individual with a proactive mindset, capable of taking ownership of tasks and demonstrating a self-starting attitude. Playing a pivotal role, they will facilitate the smooth running of the office and support both local and non-local individuals, ensuring seamless administrative processes while prioritising service excellence.

Key responsibilities:

Take ownership of general office administration tasks, including email correspondence, communication with the estate landlord, and overseeing ongoing maintenance of the facility. Co-ordinate with and supervise contractors undertaking work within the office, including ensuring necessary H&S requirements are met and appropriate risk assessments in place. Proactively manage procurement of office equipment and consumables, maintain general housekeeping standards, and ensure optimal stock levels. Execute various administrative duties with precision, such as maintaining notice boards. Coordinate visitor management, including conducting building inductions and arranging security protocols. Facilitate seamless meeting room bookings, including Audio/Video setup, catering arrangements, and other necessary meeting support. Demonstrate ownership of Enterprise Resource Planning (ERP) systems, ensuring accurate input of timesheets for on-site and off-site staff within designated timelines. Take ownership of incoming communications via phone, Teams and email, efficiently distribute incoming post and deliveries, and redirect unidentified mail as required. Arrange outgoing post and coordinate courier services promptly. Provide reception cover while effectively managing the aforementioned tasks.

Here's What You'll Need:

Proficiency in utilising Microsoft office software packages including Outlook, Teams, Word, and Excel. Demonstrated ability to adhere to administration procedures meticulously. Strong commitment to delivering high-quality service. Good written communication skills, including ability to compose clear and concise correspondence, emails, and other written materials with accuracy and professionalism. Innate self-motivation and flexibility, displaying a proactive approach to tasks and readiness to assist teams when needed. Understanding of the tasks required to facilitate smooth running of an office facility, including H&S requirements and scheduling of maintenance.

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