Administrator

An exciting opportunity has arisen for an Administrative Assistant to assist the Head of Digital and the Digital function’s team based in Prestwick working for one of Ayrshire's largest aircraft manufacturing employers. This role supports the function in its delivery of Digital services.

The role is a 10 month contract initially working fully on site and it is working a 37 hour week.

Key duties will involve

• General Administration
• Produce reports in support of KPI measurement of third‑party contracts
• Support the departments in the production of audit reports on a quarterly basis
• Maintain intranet content as instructed by Digital team
• Maintain functional records and documentation
• Produce communication materials
• Collate training materials in conjunction with the technical specialists
• Ensure Digital policies and procedures are kept current as instructed by Digital team
• Collate data required for audits as instructed by Digital team
• Financial Administration
• Procure all Digital incidental purchases as approved
• Process financial approval requests for Digital team’s needs
• Receipt invoices in the financial system
• Maintain software/hardware maintenance renewal records
• Assist Digital departmental leads with budget entry in the cost model record
• Collate IT end of year budget accruals as directed by department leads
• System based administration
• Monitor license usage across systems
• Maintain records in the ITSM system to ensure all hardware, software and systems are recorded
• Create and maintain accounts (i.e. password resets) for all applications
• Assign permissions within applications for users to access appropriately

Knowledge, Skills and Experience

• Previous administrative or secretarial experience.
• Competent level of IT system knowledge and business processes
• Advanced knowledge of Office 365 toolset and other relevant software packages
• Excellent interpersonal skills and ability to work as part of a team.
• Ability to communicate and interact accurately and clearly i.e. verbal and written forms with all levels of management, suppliers and colleagues alike.
• Ability to plan and organise workload, tasks, activities and events.
• Ability to promote and process improvements

This is a great opportunity to work in a busy and lively team that is currently expanding. You will have excellent coordination skills and be a strong team player.

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