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  • Job reference: RMS0099703

Administrative Assistant

  • Sector: Engineering
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 01/09/2011
  • Time left:
    d h m s
    (01/10/11)
This vacancy has now expired.
The Company:
Our Client is a global Energy Leader with a strong commitment to Honest and Ethical Business Practices within the Oil and Gas Industry. Our Client operates as an independent energy company. It has four segments: Oil and Gas, Syncrude, Energy Marketing, and Chemicals. The Oil and Gas segment explores, develops, and produces crude oil, natural gas, and related products.

The Role:
• Strive to create a safe workplace and to protect the environment.
• Raise SAP work orders, purchase requisitions, manual service entries and SEU’s for department services and contracts managed by the Teams, - SAP work order, requisition and service entry analysis including costing and time writing breakdown via PM reporting. Provide support and guidance to department on use of SAP highlighting the requirements and procedures for SAP – SAP Super User.
• Livelink Document Management system – fully utilise the functionality of Livelink including workflow, document filing. Provide support and guidance to department on the use of Livelink, promoting livelink and actively supporting the team on a daily basis to encourage strategic use of the system - Livelink Super User.
• Develop and maintain department procedures and systems ensuring compliance with company standards and requirements. Assist and administer with the creation of new policies and procedures – UKMS Administrator.
• Maintain task list of work activities for each engineering discipline within team.
• Ensure new starts are welcomed and provided with the correct set-up, information pack and training to perform efficiently within the department and support new starts time writing process within SAP.
• Intranet Loop administrator - publish material relating to team and enhance the quality of the site to increase visitors.
• Track the Lotus notes/BV Net/DNV actions ensuring closed out for department.
• Use of Netlink database and data population for Subsea activities .
• Facilitate communication within the team and between team members.
• Department first aider if required.
• Department fire warden if required.


Departmental Administration:
• Provide administration / secretarial / clerical support to department / teams e.g. produce reports / correspondence, organise travel itineraries, arrange appointments, maintain files / records, order stationery / supplies.
• Administration of department expense reports and ensurance of charge to appropriate cost centres.
• Attend fortnightly team meetings, update weekly report, recording actions and follow-up to ensure actions completed within agreed deadlines.
• Collate and issue monthly summary report of key departmental activities.
• Maintain electronic document registers, manuals, files and other department/team records and information.
• Maintain department holiday rota's and CW schedules.
• Develop spreadsheets, graphs, presentations, etc. of differing complexity, using a variety of standard and non-standard software packages.
• Undertake ad-hoc project assignments which may be out with the primary area of activity and require the development of non-core skills and knowledge.
• Work independently on routine tasks, exercising discretion within established guidelines.
• Plan and prioritise work to meet personal and team objectives and timescales.
• Communicate and co-operate with other departments and external contacts and develop and maintain highly positive and constructive relationships with contacts.
• Openly and proactively share knowledge.
• Take ownership for the continuous development of personal and technical expertise and knowledge.
• Co-ordinate quarterly team events and follow-up actions

Essential Skills / Qualifications:
• Technical/Administration/Business Skills qualification advantageous
• Minimum ‘H’ level/‘A’ level or equivalent education
• Previous experience in a similar role
• Good IT/office technology skills with a detailed knowledge of e.g. Microsoft Office, SAP, technical software/applications
• Excellent keyboard skills
• Fully familiar with company/department procedures and systems
• Ability to initiate and implement improvements to administration procedures and systems
• Good attention to detail
• Ability to work on own initiative, prioritise own workload and manage multiple tasks
• Ability to work to deadlines and perform effectively under pressure
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