Job Description

Role purpose 

•    To provide an effective PA, secretarial and administrative service to the Manufacturing Plants and Huddersfield Site.

•    To provide support for Plant Task Force Meetings, Inquiries and Site HSE Committee

•    To help and prepare for the HSE Meeting on a weekly basis and facilitate.

•    Cover Occupational Health Admin Personnel.

•    To arrange meetings and events for Site personnel, involving internal, inter-site and external attendees, also providing support for these meetings as required

•    To be responsible for the general tidiness and facilities within some of the Main Office Block and North West Office conference rooms

•    To administer the Site Vehicle Register 

•    To help update Joint Integrity Site List

•    LCM Database

•    To carry out other administrative tasks to support the smooth running of Site departments, including Manufacturing Plant and Emergency Management Team Support

Accountabilities

•    Supports the manufacturing plants with administration and secretarial tasks to allow them to concentrate on production and attends Manufacturing meetings and inquiries, taking accurate notes and producing various detailed charts and reports.  Interrogates systems and prepares accurate and timely information for the Plant Quarterly Review Meetings, attends meetings and records Next Steps.  

•    Has responsibility for arranging large events (eg Strategy Events, Farm & Cereals Visits) and business meetings, including booking venues, transport and catering, keeping accurate records and adhering to departmental standards.  Requires liaison and interaction with various senior stakeholders, Site personnel and external agencies.

•    Monitors areas of the (phone number removed) budget connected to community relations work and is responsible for completing the Community Investment Reporting Tool for Huddersfield Site on an annual basis, taking information from Community Relations donations, sponsorships and other records.  

•    Keeps accurate records of all Site vehicles making sure insurance records are up-to-date

•    Raises accurate purchase orders and BACs requests for stationery, sponsorships, donations and other supplies on request, being aware of relevant information needed to create orders successfully

•    Regularly checks the tidiness of conferencing facilities and ensures adequate stocks of flip charts, pens etc using an effective personal reminder system 

•    To help update Joint Integrity Site List and coordinate with contract staff.

•    LCM Database – update on a weekly basis.

•    Help prep and facilitate a weekly HSE Meeting.

•    Cover Occupational Health Admin Personnel.

Knowledge, experience & capabilities

Critical knowledge    

•    GCSE English or equivalent and able to write articles, minutes and summarise reports

•    Good keyboard skills

•    Microsoft Office applications – Outlook, Word, Excel, PowerPoint, Visio, SharePoint Designer and Visual Paradigm

•    SAP, SharePoint 

•    Numerate

Critical experience

•    3 years’ experience within a multi-disciplined office environment

•    2 years Microsoft Office applications, especially detailed knowledge of Outlook

•    Dealing successfully with a diverse range of people, both internally and externally

•    Meeting and events co-ordination and arrangements

•    Purchasing processes and systems

•    Site communications processes

Critical technical, professional and personal capabilities

•    Ability to meet deadlines, handle pressure and prioritise a diverse workload

•    A team player, but also self-motivated and able to work independently

•    Good interpersonal skills to communicate (oral and written) in a clear, courteous manner

•    Excellent planning and organisational skills with attention to detail and accuracy

•    Customer focused, being flexible to changing needs of the service

Critical leadership capabilities

•    Provides support for individuals and teams

•    Performs to ensure high standards

•    Prioritises actions and ensures appropriate support and resource

•    Skilfully plans, organises and monitors performance to meet deadlines

Critical success factors & key challenges

•    Able to write concise accurate reports and engaging articles

•    Able to build rapport with internal and external contacts

•    Able to balance conflicting priorities and work to deadlines

•    Flexible to changing demands

•    Displays good planning and organisational skills with a high degree of accuracy and attention to detail

•    Uses past experience to recognise and implement improvements

Additional information

•    Occasional change to working hours required with prior agreement

•    As part of the Emergency Management Team may be called into work outside normal working hours.

Innovations

Employee may, as part of his/her role and maybe through multifunctional teams, participate in the creation and design of innovative solutions.  In this context, Employee may contribute to inventions, designs, other work product, including know-how, copyrights, software, innovations, solutions and other intellectual assets. 

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients