Senior Administrator - London, United Kingdom - Mitie

Mitie
Mitie
Verified Company
London, United Kingdom

4 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

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Description

Job Overview
Responsible for the day-to-day financial and operational management and delivery of the Administration, Payroll and Finance Purchasing Department

  • Management and control of the contract procurement processes; to include SAFFRON, and all other necessary purchase ledgers entries
  • Management and control of the contract procurement processes; to include SAFFRON, and all other necessary purchase ledgers entries
  • Delivers budgeted profit and turnover for areas of responsibility. Assists with the development and control of the contract budgets ensuring margin expectations are clear.
  • Manages administration function, and support to the site team, and wider stakeholders, including Mitie Healthcare, and Client teams.
  • Is a central point of information for office issues, meeting bookings, office equipment and stock.
  • Liaises with Mitie IT to ensure IT equipment in the contract is fully operational and addresses areas of concern where highlighted
  • Supports senior site leads, assists with diaries, and meeting room reservations.
  • Is flexible and adaptable to work across multiple sites and on various projects to achieve the needs of the contract/team.
  • Undertakes general administration and filing. Writes letters, takes notes, collates information & producing presentations.
  • Keeps an active, comprehensive and upto date diary for both self and coordinates activities for sites.
This position will be contracted to work into the evening and at shift pattern of 7am-7pm Monday to Friday.


Main Duties

  • Manages DSE risk assessments for site and works with other team members to report/correct where possible.
  • Undertakes general administration and filing. Writes letters, takes notes, collates information & producing presentations.
  • Prepares, collates and completes data for the site to meet weekly and monthly reporting deadlines.
  • Takes meeting notes and minutes as required at various meetings and distributes to the required stakeholders
  • Orders and manages office supplies and stock within a fixed budget as per contract manager requirements.
  • Manages mobile devices and mobile device contracts on site.
  • Ensures that all colleagues are trained in accordance with clients and companies requirements meeting both hard & soft needs.
  • Creates and maintains administrative systems across the site.
  • Undertakes additional duties in line with capabilities as required as required by the contract
  • Ensures that all colleagues are trained in accordance with clients and companies requirements meeting both hard & soft needs.
  • Communicates in an engaging way, ensuring inspiring and motivating messages are conveyed across all teams.
  • Ensures that engagement action plans are brought to & kept alive across the entire team, creating a positive environment that contributes to making Mitie a great place to work.
  • Uses initiative to identity talented colleagues across their teams and site to ensure they are developed/supported through their career aspirations and building a pipeline of successors.
  • Qualified and experienced as an Administration or Office Manager preferably with experience of working within the facilities management industry, specifically in a healthcare environment.
  • Has a strong standard of both literacy and numeracy skills
  • They possess an intermediate knowledge level of all Microsoft office packages. Fully competent in the use of PCs and other types of technology
  • Has developed excellent written, verbal communication and negotiation skills to support them in their role.
  • Competent in the use of all Mitie's software programs and Apps, such CARPS, Saffron, Synbiotixs, Workplace Plus, Procius, eArcu, Coupa, Equip, Archibus, TopCat, MiCat & MiRec and analysing data using Mitie's auditing systems. Desirable.
  • Fully capable of understanding and maintaining the confidentiality across the site and respecting the needs of all stakeholders.
  • Understands the organisations goals & objectives and can bring these to life in theirs/their teams daily activities.
  • Works well under pressure to meet the challenging deadlines for both operational and people aspects of their roles.
  • Demonstrates forward thinking/planning, with a positive 'can do' attitude and can flex their style to meet the needs of the business.
  • Can effectively plan and manage own workloads, however understands when to ask for support when needed.
  • A strong manager with proven ability to lead, motivate, inspire and support a diverse team. The ability to be calm and composed under pressure, Good decisionmaking skills.
  • Represents Mitie and the client always in a professional, courteous and confident manner
  • A team player with the ability to lead by example through operational excellence, strong interpersonal skills and the ability to interact at all levels.

Person Specification


Utilises the internal HR systems, people support services and guidance to promote best practice and enable their people management accountabilities.

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