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Part-Time Secretary/Administrator

  • Job reference: 923701
  • Location: Aberdeen
  • Salary: Negotiable
  • Job type: Contract
  • Sector: Office & Commercial, Secretarial/PA/Executive
  • Date posted: 01/02/2019

We are seeking an immediately available Part-Time Secretary/Administrator for a 12 month contract based in Aberdeen's Westend.

Hours 0830 - 12.30 Mon - Friday (20 per week)

Commencing - asap

Duration - 12 months

Candidates will have a mixed administration background including: booking meetings and travel, facilities administration, arranging events and general office administration.

Main Duties:
Meeting Room Management: Book meeting rooms and send out meeting requests; order catering when required. Collaborate with the Facilities Team to ensure the house keeping of meeting rooms; check IT equipment is working correctly; remove used flip chart paper; check the correct facilities are in place in meeting rooms. Take minutes when required at meetings and types up notes. Request input from employees and external people for meetings and agendas.
Travel and Expenses: Arranging offshore visits when required; booking travel; produce business expense reports and submit employee expenses on their behalf.
Event Management: Assist with the organising of external events and functions.
Creation of Purchase Orders and Call Offs and setting up new vendors.
New Starts and Visitors: Assist with new start employees; order offshore kit bags when required; liaise with HR to organise induction; set up contractors in SAP; organise lunch cards and security pass; co-ordinate visitors including arranging offices and providing information to F&A for tax purposes.
Office Space Management: Maintain paper levels in printers; check the functioning of photocopiers and central shredders. Ensure notice boards and coffee points are kept up to date.
Administer onshore and offshore contractors in HR Central; Administer time writing of offshore services contract personnel to CATs.
Complete filing for departments.

Qualifications, Skills and Experience:
SCQF Level 5 in Administration or equivalent (preferred)
Strong skills in Microsoft packages Word, Excel, PowerPoint
Strong communication skills
High attention to detail
Desire to learn and continuously improve
Open to both positive and formative feedback
Drive for results to solve problems in a timely manner
Administrative experience in similar role (preferred).
Previous operational experience with PC based database systems
SAP (preferred)
Travel administration and business expense reports

If you feel that you are well suited to the above opportunity and would like to find out more then please contact Orion Group for more information or apply by forwarding your current CV quoting reference 92370

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.