Role: Admin

Office: Alconbury

Reports to: Records & Training Manager / QHSE & Compliance Manager

Salary: Competitive + benefits

Position

In the main the role will be to support the Records & Training Manger to ensure data integrity of the company’s RESolution (Deltek PIM) system. Maintaining/analysing data and preparing reports where necessary. You will also provide an efficient and effective administrative service to the QHSE & Compliance Manager and be responsible for updating company records.

Key Responsibilities and Accountabilities

Data Management Assistant

  • To provide an effective data management service to the Records & Training Manager to ensure that data/information is generated, managed, stored, recorded in our RESolution system
  • To ensure data held is accurate which may also include a prominent level of data input
  • To carry out weekly/monthly data integrity checks of information added to Resolution system and report findings a appropriate, researching other databases/websites where appropriate
  • Conduct analysis on data held and offer solutions for improvement using tools available within the RESolution system and/or Microsoft Excel, this may include moving large subsets of data from one job to another
  • Check for duplicate data, rectify as necessary
  • Link parent/child data to ensure that financial data is easier to report of for the company overall
  • Maintaining a library of interest lists and classifications for use by the business and marketing department
  • In line with the Records & Training Manger, make enhancements to the RESolution system
  • Carry out administrative duties for Records & Training Manager where necessary
  • Set up training campaigns, prepare & store CPD certificates and generate a report on numbers of staff trained which will be used for social media purposes.

QHSE Administrator

  • Provide an effective administrative service to the QHSE & Compliance Manager, including sending out compliance PQQ packs to contractors/consultants and chasing, as necessary. Processing completed forms and saving details onto our systems whilst maintaining a list of expiring information.

Health & Safety

  • Maintain a library of DSE forms, Laser Measurers & PPE Equipment reviewing and reporting on findings as necessary
  • Work with both the Records & Training Manager and QHSE & Compliance Manager to ensure that the company has appropriate representation of fire marshals and first aiders across the business, conducting annual checks of first aid boxes, ordering new supplies as needed. Ensuring that the skills module on the RESolution system is up to date and correctly shows current personnel holding these qualifications and expiry dates.

Archiving & Storing

  • Provide an archiving and storage service to the QHSE & Compliance Manager and the business in general. Which will include updating spreadsheets used internally and consulting with our external document storage company to recall files back from storage.  Sending files to storage and checking destroy dates are in line with the company document retention policy.

New Client Checks & Anti-Money Laundering (AML) Checks

  • Running new client checks and arranging for completion of forms.
  • Registering forms on RESolution and updating of spreadsheet
  • Carry out AML checks as and when required
  • Excellent administration and record keeping experience
  • Self-motivated with the ability to work autonomously and take initiative
  • Proficient in the use of Microsoft Excel for data analysis
  • Inquisitive, resourceful, and capable of problem solving
  • Keen eye for detail and highly organised with the ability to work with data and highlight inaccuracies/report findings
  • Can-do attitude
  • Excellent interpersonal and communication skills (written & verbal)
  • Good team player, willing to get involved and forward thinking
  • Ability to collaborate with staff at all levels
  • A degree of IT literacy is essential, especially with Microsoft Excel
  • An understanding of GDPR legislation although training will be provided.

Skills & Experience

  • Excellent administration and record keeping experience
  • Self-motivated with the ability to work autonomously and take initiative
  • Proficient in the use of Microsoft Excel for data analysis
  • Inquisitive, resourceful, and capable of problem solving
  • Keen eye for detail and highly organised with the ability to work with data and highlight inaccuracies/report findings
  • Can-do attitude
  • Excellent interpersonal and communication skills (written & verbal)
  • Good team player, willing to get involved and forward thinking
  • Ability to collaborate with staff at all levels
  • A degree of IT literacy is essential, especially with Microsoft Excel
  • An understanding of GDPR legislation although training will be provided.

Benefits

  • Competitive Salary
  • Company Pension scheme
  • Bonuses for performance and business generation
  • Subsidised gym membership
  • Perkbox (vouchers and discounts on shopping and entertainment).

For more information or to apply for the role, please send your CV to:

Ali McInroy, HR Assistant | ali.mcinroy@rapleys.com

Rapleys LLP

Unit 3a, The Incubator

The Boulevard

Alconbury Weald

PE28 4XA

Department: Central

Level Of Position: Adminstrator

Salary Range: Competitive