Business Support Administrator / Aberdeen

Business Support Administrator – HSES

Description:

Purpose of Role:

• The role is to ensure effective and efficient administrative support is provided to all functions/departments

Areas of Accountability, Responsibility and Competence Level:

• Provide efficient administration Business support to your specific function/departments as required
• Always provide confidential administrative support
• Attend regular Function meetings and support members of the wider Business Support team when required and work closely together to ensure that appropriate support is in place across the Business and delivery needs are met.
• Collate/Coordinate all documentation, reports, presentations to a high standard and accurate prior to issue in support to your specific function/department
• Organise and coordinate meetings, including sending invitations, preparation of agendas and pre-read material in advance. Book meeting rooms, support setting up of virtual meetings or teleconferences, minute-taking and issue of actions accordingly
• Booking travel, accommodation and offsite meetings/events in accordance to the Business Travel and Expense Procedure. All costs and travel must be recorded.
• Act as a focal point to support the function/departments with time-writing, expenses and all other administration queries
• Ability to raise purchase requests in Maximo/SAP, raise and reconcile expenses accurately and support with other finance activities as required
• Work in conjunction with the Business Support team to coordinate all PPE orders, stationery orders and ensure sufficient stock levels are in place and recorded
• Coordinate and ensure that all new arrivals and departing staff are properly on-boarded/off-boarded. Work closely with other functions to ensure that all appropriate equipment, desk management are in place to support your functions and accurately recorded all internal moves.
• Any other reasonable duty as per instruction by your manager

Critical Skills, Qualifications, and Experience

• Demonstrable previous experience in similar role within UK oil and gas sector preferred
• Proficient working with Microsoft Packages – Word, Excel, PowerPoint, SharePoint and Outlook. Knowledge level dependent on specific role
• Should be performance focussed with commercial mind-set, agility and a focus on delivery and performance
• Must have the highest level of ethics, good judgment and common sense
• Must thrive in challenging situations but can maintain a positive, pro-active attitude
• Willing to lead, integrate across functions and problem solve
• Confident in engagement with senior management
• Solid communication and relationship building skills with ability to form strong and trusting working relationships with a wide range of stakeholders