Business Administrator - UKIFS
Business Administrator - UKIFS
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Job Description
As Business Administrator within the Commercial Division of UK Industrial Fusion Solutions Ltd. (UKIFS) you report directly to the Business Support Manager. Your duties will include:
- Providing professional and focussed Programme Administration support to the STEP Programme.
- Work closely with the STEP Business Services team reporting the Business Support Manager.
- Manage programme information and correspondence effectively ensuring confidentiality and discretion.
- Work in partnership with the Internal Communications Team to coordinate Programme events and briefings.
- Collaborate with other STEP colleagues to update the STEP SharePoint with useful resources.
- Provide travel booking support to the STEP Programme.
- Make purchases on behalf of the whole STEP Programme.
- Actively support the STEP culture and equality and diversity.
Meeting coordination:
- Arrange travel training courses meetings site visits and a variety of other activities using the relevant tools and systems provided.
- Co-ordination and management of meetings including visitor management and the associated processes for site-access. This includes the provision of support for internal events and arrangements in hosting external visitors.
Internal Communications:
- Effective internal communications (both in written and verbal form) ensuring clarity and accuracy in all internal and external emails or associated correspondence with the Programme / Department and wider business.
- The preparation of agendas and support with meeting minutes/committees either on or off-site as required. Monitoring of meeting outcome progress identifying follow up actions needed with summaries issued to relevant stakeholders.
Induction & Site-Access:
- Proactive and effective delivery of induction and orientation of new starters visitors and placements liaising with other Departments to secure IT access site-access pass building access and the set-up of accommodation on-site.
- Support with the coordination and management of site inductions and access to the Programme / Department offices including any on-site protocols to ensure prompt access for all existing and new team members.
Data Management/Record Keeping:
- Effective management of relevant data systems and records (both electronic and paper-based) on behalf of the Programme / Department ensuring that this information is kept up-to-date and is maintained with accuracy.
- Following existing internal and external processes and adapting to new systems and processes in line with organisational policy and procedure linked to IT security document control and data management.
Purchasing:
- Purchase management on behalf of the Programme as instructed and in line with financial delegations. Checking authorisations and receipts against spend highlighting any concerns or issues linked to a requisition.
- Effective organisation of UK and International travel (where applicable) and conference registrations. Using relevant online systems and processes to manage all relevant requests and transactions linked to the requisition.
Recruitment Administration:
- Support with Programme / Department recruitment administration including the scheduling of interviews planning recruitment campaign calendars and other recruitment administration support as required linked to the online system.
- Follow-up with hiring managers and project managers (within the Programme / Department) to ensure the effective completion of board reports and to help promote/track the effective conclusion of recruitment campaigns.
Other duties will include:
- Display Screen Equipment Assessor for the programme/department.
- PC Representative for the Programme / Department.
- U4BW Champion for the Programme / Department.
- U4BW Requisitioner for ASW Expenses.
Qualifications :
The ideal candidate will have
- GCSE grade C and above or equivalent in English Language and Mathematics.
- Demonstrable administrative experience.
- Excellent interpersonal and communication skills.
- Discreet and professional approach.
- Proven ability to cope with multiple tasks and prioritise appropriately.
- Excellent IT literacy and competency with Microsoft Office software.
- Proven ability to cope with multiple tasks and prioritise appropriately.
Essential Skills and experience:
- Strong administrative experience with a proven ability to manage multiple tasks and prioritise effectively in a dynamic environment.
- Excellent communication skills both written and verbal with a discreet and professional approach to handling sensitive information.
- High IT literacy particularly with Microsoft Office and internal systems (e.g. SharePoint U4BW) for data management purchasing and communications.
- Organisational and coordination skills including meeting scheduling travel booking event planning and visitor management.
- Attention to detail and accuracy especially in record-keeping requisitioning and monitoring meeting outcomes.
- Collaborative mindset able to work effectively across teams and departments supporting internal communications and programme culture.
- Customer service orientation with a proactive approach to supporting inductions recruitment administration and site-access processes.
- Commitment to equality diversity and continuous improvement aligned with the STEP Programmes values and behavioural competencies.
Desirable Experience:
Public sector and private sector experience with knowledge of regulatory frameworks.
Additional Information :
We welcome applications from under-represented groups particularly women in STEM and individuals from British black and ethnic minority backgrounds and individuals with disabilities. Our Executive team supported by our Equality Diversity and Inclusion (EDI) Partner and Inclusion Ambassadors actively promotes EDI and takes steps to increase diversity within our organisation. We reinforce best practices in recruitment and selection and evaluate approaches to remove barriers to success.
UKIFS is committed to being accessible. Please email if you have any questions or require help or adjustments to compete on a fair basis for example changes to the way we interview or share information.
This role requires employees to complete an online Baseline Personnel Security Standard (BPSS) including the Disclosure & Barring Service (DBS) checks for criminal convictions. Whilst not required at this time there is a possibility of an SC Clearance being required in the future. If a candidate already holds an SC clearance that clearance can be transferred to UKIFS.
For applicants applying from outside the United Kingdom or those who have spent time outside the UK in the last five years please visit the following link for information on criminal records checks: your country of residence or previous residence is not listed on the website or if the UK Government does not have information on obtaining a criminal records check from that state we regret to inform you that we cannot process your application.
Please note that vacancies are generally advertised for 4 weeks but may close earlier if we receive a large number of applications. We may consider your application for future positions or similar positions within the organisation.
We have a number of exceptional opportunities available at the moment to view them all please visit Careers - STEP.
Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
