Team Administrator - Maidenhead, United Kingdom - Ultra Intelligence & Communications

Description

Company:
Ultra Intelligence & Communications

Cyber OBU

Provide Decision Advantage to Mission Partners Around the World

Join us in our mission to provide the world's military members with the latest, most customizable solutions and capabilities, enabling mission success anywhere around the globe.

At Ultra Intelligence and Communications (I&C), we provide critical, tactical capabilities to enhance and accelerate decision-making in the most challenging environments.

By joining us, you will experience unrivaled opportunities for growth and innovation and be a part of a dynamic and diverse team that pushes boundaries and drives meaningful change in intelligence and communications.

Cyber Business

Our Cyber business unit is at the forefront of pioneering advanced cryptographic and key management solutions, facilitating the confidential exchange of vital information for customers operating at both tactical and strategic echelons.

Join our team and participate in the innovation that ensures the highest security and trust worldwide.

• Job Description

Role Purpose

As Team Administrator role you will provide administrative support to a workforce of approximately 200 staff members, ensuring the smooth operation of the office.

You will also be responsible for providing support to the Executive Assistant as necessary.

The role requires excellent organisational and communication skills, and the job holder should be able to prioritise their own workload.

Scope

This role will work as part of an Admin team of 2 servicing our new Maidenhead site.

The role will primarily provide administration support for the general office requirements and provide support to the Executive Assistance as necessary.

Key responsibilities

• Being a first point of contact for admin enquiries and proactively managing routine matters on own initiative
• Provide a general administrative role including any other duties as and when required.
• Providing cover for the EA including diary management / travel requirements of the Senior Leadership Team as necessary
• Arrange travel and accommodation: including flights, hotels and car hire, both domestic and international
• Manage Process expenses: processing for the Senior Leadership Team and other Directors
• Assisting with booking locations for team offsite team events: coordinating travel and hospitality
• Raising Purchase Orders via the ERP system (IFS): ensuring all details are input correctly and data is updated in accordance with guidelines and receipting Purchase Orders efficiently and accurately to ensure suppliers are paid on time.
• Maintain office: order stationery and equipment to maintain adequate stock levels.
• Liaise with maintenance contractors / facilitating maintenance requests with building management ensuring issues are resolved quickly.
• Liaising with internal Facilities Team and IT Team when issues arise.
• Manage meeting room bookings and any hospitality requirements.
• Handle a wide range of data appropriately (including sensitive and confidential information).
• Manage the online Riskmaster programme which involves employees wishing to drive on company business.
• Coordinating employee Long Service milestones, organising the company Long Service Lunch, drafting long service letters, distributing to staff, coordinating the purchase of long service employee gifts.
• Support new starters identify desk location and, provide stationery starter packs
• Ordering ad hoc items for other departments (e.g. the Engineering team)
• Keeper of master keys for office cabinets

Role Requirements

Qualifications / skills required

• High volume administration experience (including systems/database administration)
• Experienced professional with an exceptional track record of strong organisational skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint and Outlook) and related software
• Strong time management skills; ability to effectively balance multiple tasks with competing priorities in a fast paced environment
• Proactive in following up on details, anticipating issues, and closing the loop on all requests
• Mature and strong interpersonal skills; able to interact professionally with peers and senior level management

Notice

Our Benefits

Every employee is critical to our success, and as such, we offer a range of flexible employee benefits, including:

• Annual Bonus
• Private Medical Cover
• 25 days' holiday with the option to buy an extra Pension Contribution
• 4 x Life Assurance Cover
• Flexible working hours with a 1pm finish on a Friday
• Flexible benefits including cycle to work scheme, will writing and more
• Monthly Security Clearance Allowance
• Subject to you holding the required security clearance

Diversity, Equity & Inclusion Statement