Maritime Admin & Records Coordinator

Milford Haven Port Authority; Milford Haven; On-site; GBP 21,000 - 30,000; Full time

Job summary

Milford Haven Port Authority is seeking a proactive administrative professional to provide coordination support within the Marine Administration team. The role focuses on maintaining records, managing communications, and supporting meetings and reporting to ensure smooth marine operations.

You will work with Marine Managers and operate across records systems, incident administration, permits and notices to mariners, while developing efficient processes and maintaining confidentiality.

Qualifications

• Educated to NVQ Level 3, A Level standard or equivalent, or able to demonstrate relevant experience.
• Strong organisational skills with the ability to manage competing priorities and follow actions through to completion.
• A high level of accuracy and attention to detail.
• Strong IT skills with the confidence and aptitude to learn and use new systems.
• A proactive approach with the ability to use initiative, solve problems and identify opportunities for improvement.
• Ability to work effectively both independently and as part of a team.
• Good written and verbal communication skills.
• Ability to work effectively under pressure and adapt to changing priorities.
• A professional and customer-focused approach when dealing with internal and external stakeholders.
• Ability to communicate professionally and diplomatically with members of the public and Port users.
• Ability to handle information appropriately and maintain confidentiality where required.
• Previous experience in a similar administrative or coordination role.
• Experience of maintaining records, databases or specialist information systems.
• Experience of meeting administration, minute taking and action tracking.
• Experience of working within an operational, safety-critical, regulated or technical environment.
• Relevant IT qualifications or demonstrable experience using a range of digital systems.
• An interest in the maritime, ports or wider marine industry.

Responsibilities

• Provide administrative and coordination support to the Marine Management Team and wider Marine team.
• Maintain Marine records, registers, databases and information systems, ensuring information is accurate, current and appropriately controlled.
• Support the administration of marine incident and near-miss records, ensuring information is accurately recorded, actions are tracked and records are maintained appropriately.
• Provide administrative support for the review and maintenance of Marine emergency plans, procedures and associated documentation.
• Support the preparation, issue and document control of Notices to Mariners, Operational Memos, procedures, guidance and other Marine communications.
• Support the administration of moorings, fishing vessel permits and other Marine permissions and processes, including responding to enquiries from members of the public and Port users.
• Maintain and update records relating to the Port’s aids to navigation and Marine assets.
• Provide administrative support for specialist marine information and vessel traffic systems.
• Prepare and coordinate regular weekly, monthly and other Marine reports and information as required.
• Support emergency preparedness and incident response arrangements, including maintaining emergency response equipment and documentation and assisting with the set-up of incident response facilities when required.
• Provide meeting-secretary support, including arranging meetings, coordinating agendas and papers, taking minutes, maintaining action logs and following up outstanding actions with relevant attendees.
• Support Marine training and competency administration, including maintaining relevant records and arranging courses, travel and accommodation as required.
• Develop effective working relationships across the Marine team and wider Port, providing a professional and helpful point of contact for internal and external enquiries.
• Contribute to the continuous improvement of Marine administrative processes, identifying opportunities to make processes simpler, more efficient and effective.
• Undertake other duties of a similar nature and level as reasonably required.

Skills

Organisational skills

IT skills

Written & verbal communication

Problem solving

Teamwork

Education

NVQ Level 3 / A Level

Tools

Microsoft Office

Job description

Milford Haven Port Authority is seeking a proactive administrative professional to provide coordination support within the Marine Administration team. The role focuses on maintaining records, managing communications, and supporting meetings and reporting to ensure smooth marine operations.

You will work with Marine Managers and operate across records systems, incident administration, permits and notices to mariners, while developing efficient processes and maintaining confidentiality.