Site Administrator

Joseph Gallagher Limited; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A civil engineering firm is seeking a highly organised and efficient Site Administrator to support site operations in Ruislip. The role includes managing inductions, coordinating medical appointments, and providing HR assistance. Candidates should have strong organisational skills, with experience in administrative roles being preferred. Competitive salary and opportunities for career advancement are offered.

Benefits

Competitive salary

Opportunities for career advancement

Supportive work environment

Qualifications

• Proven administrative experience, preferably in a site-based role.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Familiarity with office management procedures and basic accounting principles.

Responsibilities

• Manage site inductions and coordinate with clients.
• Handle medical appointment scheduling and confirmations.
• Assist new employees with site directions and contract management.
• Maintain individual holiday records and assist staff.
• Process payroll queries and assist in timesheet preparation.

Skills

Organisational skills

Multitasking

Communication

Interpersonal abilities

Job description

Overview

Location: Ruislip

Start Date - Asap

Join Our Team: We are looking for a highly organised and efficient Site Administrator to join our team. This role is crucial in supporting our site operations and ensuring effective coordination of staff and resources.

Responsibilities

1. Site Induction Management:
   • Register new employees, assist in form completion, and update profiles.
   • Coordinate with clients for profile review and approval.
   • Ensure staff attend inductions, manage profile transfers, and update expiries.
   • Handle Access Card requests for new, missing, or damaged cards.
   • Complete offer forms for HR once manager approval is obtained.
2. Safety Critical Medical Coordination:
   • Check staff availability for medical appointments.
   • Book appointments and send confirmations.
   • Obtain medical results and upload to relevant sites.
   • Prepare and send purchase orders to medical centers.
3. Safety Glasses Prescription Processing:
   • Liaise with Health & Safety for prescription requests and distribute to staff.
4. Friday Pack Responsibilities:
   • Prepare and take Minutes of Meeting.
   • Update Weekly Tab Scoring and compile reports for clients.
5. Onboarding New Starters:
   • Assist new employees post-induction with site directions and contract management.
   • Handle pre-employment questionnaires and verify necessary documents.
6. Holiday Management:
   • Issue and track holiday forms.
   • Maintain individual holiday records and assist staff with holiday-related queries.
7. Timesheet & Payroll Support:
   • Address payroll queries and assist in timesheet preparation.
   • Process lodging applications and documentation.
8. General HR Assistance:
   • Support staff with required documents and communicate with HR on staff updates.
   • Maintain attendance and absence records.
9. Training Coordination:
   • Communicate training details to attendees and maintain tracking lists.
10. Administrative Duties:
    • Prepare daily and weekly reports.
    • Manage contract copies, reference letters, and update requests.
11. Gate Access and Issues:
    • Address gate access concerns and manage visitor pass requests.

Requirements

• Proven administrative experience, preferably in a site-based role.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Experience of civil or construction would benefit the person but not a must.
• Familiarity with office management procedures and basic accounting principles.

Benefits

• Competitive salary.
• Opportunities for career advancement.
• Supportive and dynamic work environment.

Apply Now

If you are a detail-oriented and proactive individual looking to make a significant impact in a site administrative role, please submit your CV and cover letter online. We look forward to your application!

Company Background

The Joseph Gallagher Group is a family owned Civil Engineering business that delivers expertise whilst putting client satisfaction at the core of the business. Built on a personal reputation for honesty and quality, we understand the actions we take affect the communities and environments we operate in.

LIFE Culture – We’re promoting a culture change within the industry and demonstrating initiatives to dramatically improve Health, Safety and Wellbeing. In 2014, we launched our award-winning cultural safety programme (LIFE) which is deeply embedded into the company’s DNA and core values.

Disability Confident Committed

We are a disability confident employer and we're committed to providing equal opportunities in employment. All individuals will be treated in a fair and equal manner and in accordance with the law regardless of gender, marital status, race, religion, colour, age, disability or sexual orientation.

Reasonable Adjustments

We want to make our recruitment processes accessible to everyone, so if there is any way that we can support you to enable you to be the best you can, please contact the HR team at [e-mail].