Administration Officer - 12 Month Contract Glasgow - Clydebank

Northern Marine; Glasgow; On-site; GBP 22,000 - 30,000; Full time

Job summary

A leading company in maritime administration is searching for an Administration Officer to join their busy team in Glasgow. The role involves managing documentation, assisting with client relations, and maintaining compliance with standards. Ideal candidates will demonstrate strong administrative skills and the ability to work effectively under pressure, contributing to the success of the company's operations.

Qualifications

• Experience working in a busy office environment.
• Experience in devising and implementing administrative procedures.

Responsibilities

• Assist in organizing company presentations, meetings, and careers events.
• Process visa applications and arrange embassy appointments.
• Communicate with candidates throughout the recruitment process.

Skills

Clear communication skills

Attention to detail

Team attitude

Ability to maintain confidentiality

Methodical approach

Ability to work effectively under pressure

Education

Standard Grade education or equivalent

HNC/HND in business administration or related subjects

Job description

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Administration Officer - 12 Month Contract Glasgow - Clydebank, Glasgow

Client:

Northern Marine

Location:

Glasgow, United Kingdom

Job Category:

Other

-

EU work permit required:

Yes

Job Reference:

fa8a50532b15

Job Views:

39

Posted:

24.06.2025

Expiry Date:

08.08.2025

Job Description:

The role of Administration Officer is demanding and diverse within a very busy department whose objective is to offer a fully comprehensive service to its many prestigious clients. The ability to build strong relationships with clients and cadets to develop confidence and trust, and to maintain long-term working relationships, is imperative. Strong administrative support is essential in achieving company objectives and ensuring customer requirements are exceeded.

Key Responsibilities

• Assist in organizing company presentations, meetings, and careers events.
• Build good relationships with clients through effective communication and excellent customer service.
• Develop a good understanding of client companies and their contract requirements.
• Respond effectively and efficiently to all client and cadet queries.
• Help devise, develop, implement, and maintain good administrative practices by updating and maintaining trainee databases and personnel files.
• Coordinate cadet availability around exams and courses for attendance at medical and visa appointments.
• Process applicants' documentation, ensuring all documentation is received prior to course commencement.
• Manage documentation to ensure cadets and clients have the required documentation before cadets go to sea.
• Process visa applications and arrange embassy appointments.
• Book domestic and international travel and accommodation.
• Determine medical and vaccination requirements and facilitate appointments.
• Communicate with candidates throughout the recruitment process.
• Liaise with agents, captains, and vessels to find available berths for cadets and arrange repatriation.
• Apply for flagged state documentation.
• Adhere to ISO 9001 standards and maintain confidentiality in line with the Data Protection Act 1998.
• Ensure compliance with health and safety standards according to company policies and legislation.

Candidate Requirements

• Standard Grade education or equivalent.
• Ability to maintain confidentiality and comply with GDPR regulations.
• Clear communication skills.
• Ability to adhere to ISO standards.
• Professional and pleasant telephone manner.
• Good team attitude.
• Attention to detail and methodical approach.
• Ability to work effectively under pressure.
• Reliable, flexible, and adaptable.
• HNC/HND in business administration or related subjects.
• Experience working in a busy office environment.
• Experience in devising and implementing administrative procedures.