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  • Job reference: RMS0100490

Business Support Administrator

  • Sector: Engineering
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 12/10/2011
  • Time left:
    d h m s
    (12/11/11)
This vacancy has now expired.
The Role:
The Business Support Assistant is responsible for delivering administrative & secretarial support to the Asset Development Leader and the wider CNNS Development Engineering Team to assure effective office support.

Accountabilities Agenda Management: Managing schedule/diary/calendar of Asset Development Leader Keeping track of availability of meeting facilities within the department location. Phone calls, voice mail, e-mails, faxes, reports, distribution list Monitoring, managing, sorting, or routing the above items to respective parties Following-up on items requiring action

Travel arrangements: Making arrangements for the Asset Development Leader and visiting staff as required for the travel location. Arrangements can include: visa requirements, flight bookings, transfer bookings, hotel reservations, office arrangements, relevant printouts, car rental service, etc. Organising/coordinating events in/outside Shell offices (Examples: Social events, Conferences, Workshops, Meetings, Lunches, Trainings, Talks) These events usually require the following activities: Researching venues Negotiating with 3rd parties Costing activities Full administration before/during/after the event Visitor arrangements:

Making arrangements for visitor(s) at the office, which includes Preparing the agenda Organising site access Greeting & escorting the visitor(s) as needed Data Management:

Maintaining & updating documents and databases (Examples: Livelink and shared drive area management). Publishing: Co-ordinating printing of conference papers, reports, CD-Rom, news forum, newsletter and website Reproduction work & scanning of documents General office management Sending personnel announcements Drafting routine letters Maintaining department records & files Assisting to prepare documents, reports, presentations Preparing meeting minutes (minutes, outcomes, action plans, follow up)

Ordering office supplies Managing global card statements/reporting & time writing On-boarding new staff in the department on office matters Acting as the IT focal point Handling queries on office matters Set-up of Video Conferencing & Audio Conferencing Co-ordinating office moves Leave planner upkeep, hot-desking arrangements

Special Challenges Eye for detail when working through tasks Time management in order to work within tight deadlines Balancing competing priorities Interacting with staff at various levels Handling sensitive matters with integrity & discretion Communicating & coordinating with external/3rd parties Proficient at using office software such as MSWord, PowerPoint, Excel, Outlook, etc.

Essential Skills / Qualifications:
Experience and Qualifications required Previous business support experience preferred

Desirable Skills / Qualifications:
Key Competences required Communication, Organising, Analysis and Problem Solving, Resilience and Personal Effectiveness Business Knowledge, Quality and Customer Focus, Working in a Team, Uses Business Systems & Applications
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