• Office Administrator

    Location UK-Glasgow
    Requisition ID
    2018-10794
    Business Area
    Energy
    Category/Discipline
    Administrative / Support
    Location Details
    Glasgow
    Position Type
    Permanent employment
  • Local Unit & Position Description

    Purpose of the role:

     

    To provide varied administrative, facilities and HSE support to the Energy business in Glasgow and to facilitate the smooth running of the Glasgow office.

     

    Key Accountabilities:

     

     

    Office Administrator:

    • Switchboard and reception duties, including taking calls, greeting clients, serving refreshments;
    • Order, check and serve client buffet lunches;
    • Co-ordinate meeting room bookings and ensure they are kept tidy and appropriately equipped;
    • Co-ordinate, order and monitor catering supplies;
    • Prepare international courier packages and associated documentation;
    • General administrative filing and creation of files for other departments;
    • Print, compile and bind company reports, brochures, reports, etc.;
    • Monitor stationery supplies and order as required;
    • Receive, process, check and distribute incoming mail, parcels, deliveries, etc.;
    • Assist with HR tasks, e.g. carryout induction of new staff, copy passports, update personnel information;
    • Assist with Accounts administration, e.g. check and link invoices to orders, statements, Basware receipting;
    • Monitor communal printer, e.g. replenish paper/toners, meter readings, arrange maintenance, etc.;
    • Prepare outgoing mail and parcels, for daily postal collection;
    • General office tidying where required, e.g. reception, noticeboard;
    • Organise office recycling, e.g. empty bins, request collections and supplies of bags;
    • Plan and book complex travel itineraries for Glasgow and if needed Dublin office using Concur/BCD, book accommodation, taxis, arrange travel visas, and arrange car hire;
    • Archive company files, liaise with archive company and update company archive records;
    • Book in/out site equipment and ensure it is charged when given to engineer;
    • Ensure the Office Working Procedures are kept up-to-date;
    • Check proposals, reports and technical reports for correct format, layout, spelling and grammar;
    • Organise and take minutes of monthly Glasgow/Dublin staff meeting, assist with webinars and the VC equipment;
    • Work closely with and support colleagues, demonstrate effective sharing of knowledge, team work and tasks;
    • To support your personal decision making, you will need to focus on your personal development and show a commitment to attend all relevant training and take ownership for maintaining your knowledge;
    • Actively participate in team meetings and express constructive ideas to improve existing processes;
    • At times, you may be required to provide assistance to the admin team in Bristol or handle ad-hoc admin requests for the technical team in Dublin.

    Office HSE Coordinator (OHC):

    • To encourage a positive HSE culture and to communicate HSE issues to staff;
    • To liaise with the Country HSE Coordinator in the implementation of the HSE policy, procedures and initiatives;
    • To co-ordinate/respond to HSE questions from staff;
    • To encourage incident reporting and assist with follow up and close out of office related incidents;
    • To ensure that local office based risk assessments are reviewed and actions implemented;
    • To ensure office maintenance, testing and inspection routines are carried out and records retained;
    • To ensure adequate local emergency arrangements are in place including signage, drills, first aid supplies and sufficient numbers of trained staff;
    • To ensure DSE assessments are undertaken in a competent manner and all actions followed up;
    • To coordinate HSE tours and ensure follow up of actions;
    • To set environmental targets and action plans with the help of environmental advocates and to monitor targets and ensure action plans are implemented;
    • To collate office environmental data;
    • Will after training (if not already trained) carry out DSE Assessments.

    Undertake a range of other admin tasks not specifically listed above, but commensurate with the responsibility level of the role.

    Position Qualifications

    • Confidential, able to handle private and sensitive information;
    • Able to work to strict deadlines prioritising work;
    • Flexible approach and the ability to act on initiative and to stay calm under pressure;
    • High level of accuracy and numeracy with high attention to detail;
    • Proficient on MS Office i.e. word, excel etc;
    • Accurate and fast data input skills;
    • Educated to at least GCSE (or equivalent) level;
    • Delivery focused – ability to deliver projects to time, quality and cost;
    • Strong verbal and written communication skills;
    • Innovative thinking. Willing to challenge established norms where benefits can be seen;
    • Team player, capable of working cooperatively with colleagues, particularly in Bristol, with a positive ‘can do’ attitude.

    Company & Business Area Description

    DNV GL is a global quality assurance and risk management company. Driven by our purpose of safeguarding life, property and the environment, we enable our customers to advance the safety and sustainability of their business.

    We provide classification, technical assurance, software and independent expert advisory services to the maritime, oil & gas, power and renewables industries. We also provide certification, supply chain and data management services to customers across a wide range of industries.

     

    Combining technical, digital and operational expertise, risk methodology and in-depth industry knowledge, we empower our customers’ decisions and actions with trust and confidence. We continuously invest in research and collaborative innovation to provide customers and society with operational and technological foresight.

    With origins stretching back to 1864 and operations in more than 100 countries, our experts are dedicated to helping customers make the world safer, smarter and greener.

     

    DNV GL delivers world-renowned testing and advisory services to the energy value chain including renewables and energy efficiency. Our expertise spans onshore and offshore wind power, solar, conventional generation, transmission and distribution, smart grids, and sustainable energy use, as well as energy markets and regulations. Our experts support customers around the globe in delivering a safe, reliable, efficient, and sustainable energy supply.

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