Administration Assistant

Our client is looking for an Administration Assistant for a contract position, located in Aberdeen.

ROLE

Based within the asset team, the role provides critical support to the operation of the asset and across the wider assets and Production Operations teams. The incumbent will co-ordinate all aspects of internal and joint venture asset meetings (including asset stewardship meetings, monthly business calls with the JV, Operating Committee meetings, Technical Committee meetings etc).

The key responsibilities include compiling presentation packs and routine reports, minute taking and issuing/tracking actions, co-ordinating arrangements for asset insurance risk reviews etc. The role also includes ad hoc administrative tasks as required, including onboarding and offboarding of personnel, maintaining the asset and team email distribution lists, ensuring delegates (DOAs) are in place for absence cover, arranging desk moves, purchasing ad hoc goods and processing corresponding expense reports, maintaining electronic filing system (Livelink), providing cover for members of the Admin team during absence as required.

RESPONSIBILITIES

• Safety Conducts all activities in a safe and effective manner and raises safety and environmental issues immediately and in line with corporate policy.
• Leadership Undertakes the role in line with corporate policy and always demonstrates behaviours in line with company values. Readily accepts accountability.
• Financial Carries out duties in a way that maximises value and minimises waste and risk.
• Supports Manager, team and fellow members of the Administrative Team in all aspects of administration and acts as departmental focal point.
• Livelink Document Management System fully utilise the functionality of Livelink including workflow, document filing. Provide support and guidance to department on the use of Livelink, and actively supporting the team to encourage strategic use of the system - Livelink Super User.
• Intranet administrator maintain and publish material relating to team and enhance the quality of the site to increase visitors.
• Ensure new starts are welcomed and provided with the correct set-up, information, and training to perform efficiently within the department.
• Arrange meetings, team building events and conferences both internally and externally.
• Attend team meetings, record actions in database and follow-up to ensure actions are completed within agreed deadlines.

REQUIREMENTS:

• Administration / Business skills qualification advantageous
• Technical qualification/training advantageous
• Previous experience in a similar role
• Good IT / office technology skills with a detailed knowledge of Microsoft Office (SAP, technical software/applications preferred)
• Excellent keyboard skills
• Ability to initiate and implement improvements to administration procedures and systems
• Good attention to detail
• Ability to work on own initiative, prioritise workload and manage multiple tasks
• Ability to work to deadlines and perform effectively under pressure
• Effective team working
• Effective communication skills
• Prepare and submit weekly Management report within required timeline.
• Assist team with arranging training, PPE and business travel as and when required.
• Maintain departmental registers, holiday charts and contact lists.
• Collate information and create presentations and/or reports.
• Review departmental administrative processes to ensure alignment with UK procedures.
• Actively participate in the monthly UK Administration team meetings to ensure consistency in processes and across teams.
• Other duties as and when required.
• Collaboration Collaborates with others and looks for opportunities to leverage their network and work with others to develop safe, practical and effective solutions.
• Continuous Improvement & Innovation Continuously develops ways of working to ensure best practice by seeking feedback from colleagues and key stakeholders.
• Complies with project management disciplines, effectively utilises knowledge databases and actively participates in project reviews.