Trainee Administrator

Confidential; Devon and Torbay; On-site; GBP 18,000 - 23,000; Full time

Benefits offered by this job

Generous Salary

25 days Holiday with option to buy

Pension

Cycle to work scheme

Free parking

Health & wellbeing programme

Employee benefits portal

On-site parking

Private medical insurance

Referral Scheme

Job summary

Confidential in Exeter is seeking a Trainee Administrator to join our infrastructure team. You will provide administrative support, coordinate meetings, and handle timesheets and reporting in a fast-paced environment.

You will contribute to health and safety policy, data management, and continual process improvement while supporting regional operations and project teams. This role offers a growing business with development opportunities and a supportive team culture.

Qualifications

• Good literacy skills.
• Good communication skills (listens; welcomes feedback).
• Good time management and organisation skills.
• Ability to prioritise and coordinate tasks.
• Analytical and systematic approach to problem solving.
• Able to use own initiative.
• Contributes to effective team working.
• Able to work flexibly and contribute as part of a team.
• Attention to detail and accuracy.
• Commitment to continuous improvement.

Responsibilities

• Promote Health and Safety policy and maintain safe working practices.
• Act as a Coordinator to empower leadership on SHE returns and upload finalised figures to SharePoint.
• Coordinate and provide a full range of administrative support and customer services to meet deadlines and budgets.
• Organise team meetings, take notes and distribute minutes; support regional meetings as required.
• Input timesheet data to the central online system for operational staff.
• Attend project meetings, distribute actions and track completion.
• Manage SEAR reporting and collate data for weekly reports to leadership.
• Coordinate training plans to ensure delivery of required services efficiently.
• Maintain GDPR-compliant storage of company information.
• Identify opportunities to improve admin processes and reduce costs.
• Oversee booking and organisation of Occupational Health Checks and related needs.
• Manage fleet availability and allocations for staff; coordinate servicing and hires.

Skills

Good literacy skills

Strong communication

Time management

Prioritisation

Analytical thinking

Initiative

Teamwork

Flexibility

Attention to detail

Continuous improvement

Job description

If you are looking to work for a growing business who truly value and care for their employees, then look no further!

Aureos are seeking a Trainee Administrator to join our infrastructure team in Exeter. Working as part of a small team, you will provide administrative support and/or customer services, ensuring all tasks are fulfilled in accordance with quality standards and budget requirements.

Duties/Responsibilities

• Promotion of Health and Safety policy
• Promote the Company's Health and Safety policy and ensure safe working practices are maintained at all times
• Act as a Coordinator to empower the leadership team on management of SHE returns (including monthly collation of depot and regional returns and uploading of information to SharePoint with finalised figures for Aureos).

General Administrative Procedures

• Working as part of a small team, coordinate and provide a full range of administrative support and/or customer services to ensure deadlines, quality standards and budget requirements are achieved.
• Assist in organising team and/or regional team meetings, arrange lunches, take notes and distribute minutes as required.
• Take personal ownership of accountability areas and problem solving and, where applicable, facilitate this within the team to ensure all issues are satisfactorily resolved at the lowest possible level.
• Working with Aureos systems, manage job raising, invoicing, asset management, these duties are not exhaustive.
• Perform other ad-hoc duties as required by Operations teams with guidance on areas of responsibility from Operations Managers, Regional Directors and Lead Admin.

Performance and Resourcing

• Working flexibly and as applicable, coordinate the operations team to ensure a high level of performance and best utilisation of resources in accordance with quality standards and budget requirements (i.e. Labour Programme coordination role); Manage fleet allocations to operational staff.

Document preparation

• Produce documents, briefing papers and presentations for Regional Directors, Operations Managers, Project Managers and Technicians as may be required; Prepare agendas and pre-\-meeting briefings.

Timesheet recording

• You will be responsible for inputting the information from the operational employees' details from their timesheets to our central online system.

Implementation tracking

• Attend project meetings as required, distribute post meeting actions to the team and track their completion.

Reporting and Correspondence

• Manage (State of Electricity Access Report) SEAR reporting and housekeeping of the system;
• Coordinate the collation of data and preparation of reports, schedules, summaries and correspondence as necessary (including organising of key reports e.g. weekly reports for Operations Managers/Regional Directors on Lead Indicators, Permits to Drive, outstanding debt, etc.).

Training and Development

• Coordinate the implementation of approved training plans (including one-to-one coaching as necessary) to ensure the provision of the required service in a resource efficient and cost-effective manner.

Storage of Information

• Maintain storage of company information in line with GDPR regulations.

Continuous Improvement

• Identify opportunities to enhance admin service and reduce costs by continuous improvement of processes and practices.

Occupational Health Management

• Oversee booking and organisation of Occupational Health Checks, referrals, issues, work change requirements etc.

Fleet/vehicle management

• Manage fleet availability, allocation and reliability.
• Manage fleet allocations to operational staff, bookings for servicing/maintenance work and hire vehicles.

Knowledge, skills and experience

• Good literacy skills.
• Good communication skills (listens; welcomes feedback).
• Good time management and organisation skills.
• Ability to prioritise and coordinate tasks.
• Analytical and systematic approach to problem solving.
• Able to use own initiative.
• Contributes to effective team working.
• Able to work flexibly and contribute as part of a team.
• Attention to detail and accuracy.
• Commitment to continuous improvement.

In return you will receive

• Generous Salary
• 25 days Holiday with the option to buy more
• Pension
• Cycle to work scheme
• Free parking
• Health & wellbeing programme
• Employee benefits portal.
• On-site parking
• Private medical insurance
• Referral Scheme

Equal Opportunities
Aureos are an equal opportunities employer and we are determined to ensure that no applicant or employee receives less favourable treatment on the grounds of gender, age, disability, religion, belief, sexual orientation, marital status or race, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.

Whether you are looking for progression in your new role or for your forever job, we will happily welcome your application.

Equal Opportunities
Aureosare an equal opportunities employer, and we are determined to ensure that no applicant or employee receives less favourable treatment on the grounds of gender, age, disability, religion, belief, sexual orientation, marital status or race, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.