Job Description Summary

Job Description

Join a high-performing team at a UK Centre of Excellence and Government strategic facility. This role supports the administrative and operational activities of the Marine Power Test Facility, ensuring compliance with internal quality standards and external customer requirements. Working closely with the site operations team, you will manage routine and ad hoc administrative tasks, oversee contracts and contractors, and contribute to the smooth and efficient running of site operations. Due to the nature of the work supporting critical infrastructure, background checks and security clearance (BPSS or SC) will be required as part of the hiring process.

Roles and Responsibilities:

• Manage Safety Management System and Purchase order filing
• Manage site movements calendar
• Book visitors with security team and ensure clear communication with site operations of the same
• Ensure security check requirements and compliance for new and existing employees
• Produce access cards and manage access levels according to site and business security requirements
• Manage facility routine maintenance purchase orders
• Manage contractors & maintenance expenditure in line with project management budget
• Support clear planning and communication of compliance calendar activities
• Raise purchase orders for core facility activities, upkeep and maintenance, and other projects as required.
• Amend purchase orders when required
• Receipt of goods against purchase orders via relevant financial system and requirements
• Raise workflow queries for overdue invoices; liaise with finance department for queries associated with supplier invoices as required
• Support addition of new supplier utilising relevant software and business requirements
• Manage meeting room bookings, raising purchase orders for any required buffets
• Raising purchase orders for training requirements and booking these with appropriate provider; clearly communicating dates of the same to relevant personnel
• Ensure accurate filing of documentation for the facility and regulatory compliance requirements
• Undertake the production of minutes for meetings as required
• Support audits and LRQ visits as required
• Ensure preparation and co-ordination for on sire events
• Support waste management procurement requirements
• Manage / provide point of contact for minor contractors – cleaning, office supplies etc.
• Undertake postal and document transmission requirements
• Support on-boarding process – process of security forms, identification verification etc.
• Utilise business systems as needed to maintain accuracy, clarity and visibility of relevant data
• Assist and ensure project time sheet recording, absenteeism recording and exception reporting
• Management of site supplies requirements – E.G stationery, consumables and kitchen supplies

Required Qualifications:

• NVQ Level 4 /BTEC HNC Business Administration or related subject
• Relevant experience in a multi departmental administrative role
• Advanced organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Advanced communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to prioritize conflicting / multiple requests and requirements
• Flexible and versatile to support site and business needs
• Pro-active approach to ensuring departmental and site wide compliance requirements

Desired Qualifications:

• Experience utilizing CRM / project management applications – E.G SAP
• Experience working in public sector support environment

Additional Information