Team Administrator

Posted 26 September by Arcadis
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Project Support Administrator

The opportunity

We are currently looking for a Project Support Administrator to join us on a client site in central London.

Within this role you will provide a variety of team administration and general project administration as well as providing more direct (PA/secretarial) support to 2-3 senior leaders.

The role

  • To provide administrative support with particular focus on HR related administration and event/training coordination.
  • To support the team members with general administration requirements such as expenses, timesheets, room bookings and diary management.

  • To work with other team support to ensure that there is a team and consistent approach the project

Your day to day responsibilities will be varied to include, but not be limited to:

Strategic Planning Support:

  • To support the Strategic Planning Director with administration tasks

  • To support other members of the Strategic Planning team with administration tasks

  • To support all members of the Strategic Planning Team in the organisation of meetings, including, but not limited to managing diaries and booking rooms

Resourcing:

  • To coordinate the new starter process, ensuring new starter forms are completed, supplying to required departments for system and IT set up. Booking them into induction and further mandatory training.

  • To work with the Finance and Cost teams to ensure that all new starters and start dates are recorded

  • To maintain team pages in Business Collaborator and the project intranet, ensuring that all information is stored appropriately

  • To keep up to date with GDPR requirements and handles all confidential data and information sensitively

Organisation Development

  • To manage the administrative aspects of leavers and to arrange and complete exit interviews as required. To also support with reporting on turnover and exit interview feedback.

  • To work with the Organisation Development lead to ensure all policies and processes are kept updated and have been checked through the project Quality management system (DAP).

  • To help coordinate equality, diversity & inclusion (EDI) activities such as arranging working group meetings, typing up minutes/actions and supporting with coordination of EDI events throughout the year. To be an EDI champion, increasing engagement of EDI on the project.

  • To be the key coordinator of training for the project, arranging rooms, invites and encouraging people to attend. Training would include Behavioural development, mental health (welfare), unconscious bias, further soft skills and monthly project inductions. There would also be an opportunity to help run certain training sessions as you develop.

  • To track all attendance of training on the project and report monthly. Also to measure the training benefits through use of evaluation, providing recommendations for improvements.

  • To support with any additional reporting required by the project

General tasks:

  • To work with the Internal Communications lead in arranging staff events as required

  • To coordinate the project work experience programme

  • To help with additional tasks as required by the People team or Strategic Planning team

  • To proactively engage in the project legacy benefits work stream by ensuring it is considered in all decision making in the same way as cost, risk and time.

  • To hold health, safety, security and welfare (HSSW) as a key project value and to participate in the creation, development and implementation of HSSW strategies by the project leadership team.

  • CASCADE is committed to promoting an inclusive working environment for all staff and expects its team leaders to make best use of their skill to create an inclusive culture free from discrimination or harassment.

About you

You will be an experienced administrator with experience of providing general admin support as well as more focused PA support.

You will also demonstrate the following key skills:

  • Well organised with a high level of attention to detail

  • Proficient in all Microsoft programmes including MS Word, PowerPoint, Excel and Outlook

  • Able to communicate proficiently and professionally both in writing and orally

  • Able to work as part of a team but equally comfortable working alone

  • Flexible in approach

  • Applies discretion and confidentiality in all matters

  • Excellent relationship building skills, both internally and externally, at all levels

  • Demonstrable experience of working in an administrative role with at least some focus on helping to manage people

  • Previous HR admin experience would be preferable or a keen interest in HR activities

  • Previous experience of working in a joint venture, virtual team working and preferably in an engineering and/or project management environment

  • Experience of successful arranging/coordinating events

  • Ability to demonstrate collaborative working

  • Able to work independently with minimal supervision - able to self manage, multi-task and prioritise workload

  • Demonstrable experience of working in an environment with changing priorities

  • Ability to produce presentations incorporating multi-media links.

Why Arcadis:

We’re hard to pin down as a business. But while our work spans many disciplines - from consultancy to engineering and architecture to cost management, it’s united under a common vision. We see people where others see projects, and we recognise that when we design environments we impact lives. We’re here to show the magnitude of that opportunity to the world. To bring it to life for our clients and the customers they serve.

A career for the big thinkers:

Our vision needs people who see the bigger picture. Who bring their expertise to life with spark and imagination. And see possibility where others see limits.

Finally - and most importantly - you’ll be offered an environment where you can go anywhere. A highly competitive remuneration package; a pension scheme that matches to 8%; the best development programmes in the industry; and a working culture where you can finally pu

Required skills

  • Diary Management
  • General Administration
  • Microsoft Office
  • HR admin
  • project administration

Reference: 35886328

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