Office Administrator - Nuclear Operations
Dalkia UK
Broad Description
Dalkia's mission is to Succeed by delivering a better experience. Join us and you'll shape more than just your career.
Through our fresh thinking and agile working, we help our customers, communities, and our people to flourish.
As Office Administrator, you'll be part of a team delivering an exceptional, distinctive and consistent operational safety experience, which creates an environment where our people can thrive and do their best work.
The Office Administrator will be a key driver in driving efficient and effective performance, supporting our business strategy to maximize long-term profitability. They will be overseeing the office administration function of Dalkia Nuclear Projects to the highest standards of process, safety, quality to ensure we exceed our clients expectations.
They will be supported by the operational management team at the various stages of the process including, Operations Manager, Contract Manager, Lead Project Manager and Safety Advisor.
Main responsibilities and key outcomes
As the Office Administrator you will be reporting directly into the Lead Project Manager. The Office Administrator will have experience in a fast-paced, customer-focused environment, demonstrating adaptability across diverse business functions. They should be familiar with dynamic industries, possessing flexibility in their approach to work.
Additionally, proficiency in financial management and adherence to confidentiality protocols is essential.
Furthermore, the candidate should exhibit strong customer service orientation, effective communication skills, and proficiency in computer applications such as Word, Excel and PowerPoint.
This is a full-time opportunity based on Sizewell Power Station office with travel required to other sites.
Reports to:
Lead Project Manager.
Manages who:
Self-motivated, managing organisational process. No line management duties currently.
Key Responsibilities
• Administration and process site payroll/ timesheet process and verification. Manage weekly timesheet database and submissions to the company for Dalkia Personnel.
• Administrate and support the CTC vetting process
• Proactively monitor and oversee various processes related to training/ SQEP records and in-processing.
• Collating Receipts and Expenses: Gather and organize invoices receipts and other expenditure records and manage through ERP.
• Direct Liaison with External Suppliers and Key Partners: Communicate directly with external suppliers and strategic partners to ensure smooth operations.
• Maintain records of contracts, site financials, and labour information.
• Maintain Plant Register
• Regularly monitor the progress of ongoing projects.
• Prepare reports on performance metrics.
• Identify potential issues and actively report them to minimize their impact.
• Ensuring documented management procedures are implemented.
• Ensuring records are kept in accordance with Company guidelines.
• Contributing to the implementation of new concepts and techniques
• Coordinate office activities and operations to secure efficiency and compliance to company policies.
• Manage agendas/Meetings/appointments etc. for the Project Managers, Operations Directors etc.
• Manage phone calls and correspondence (e-mail, letters, IM, packages etc.)
• Create and update records and databases with personnel, training and other data.
• Collate goods receipts for acknowledgment within the system and record keeping against each Project.
• Submit timely reports and prepare presentations/proposals as assigned.
• Assist colleagues whenever necessary.
• Maintain the accurate records of company documentation through electronic or hard copies of project documentation and producing reports where required.
• Controlling company and project documentation
• Following and improving document control procedures where required.
• Ensuring all documentation meets formal requirements and required standards.
• Sorting, storing, and retrieving electronic and hard copy documents on behalf of the Dalkia team and clients.
• Producing document progress reports where required.
• Assisting in regular reviews and documentation audits from within Dalkia, the client, and any external auditing bodies.
• Using computers to organise and distribute documents both within Dalkia and to the required clients.
• Ensure documents are shared at key times to facilitate timely project completion.
Capabilities to fulfil the role:
Knowledge
• Previous experience in Office Administration.
• High level of analytical and numerate skills and well versed in the preparation of reports and information using packages such as, Word, Excel and PowerPoint.
• Working Knowledge of relevant Health and Safety legislation.
• Working knowledge payroll information management.
• Working knowledge invoice/ goods receipt management.
• Working knowledge of training planning and management.
• Working knowledge on providing efficient administration support for the site.
• A proactive approach with determination to succeed and a positive attitude that aligns with Dalkia's core values
Skills • Articulate and confident communicator, with the ability to develop and maintain effective and robust working relationships.
• Being thorough and pay attention to detail.
• Proven experience of working within a similar role, with experience of audit and compliance within a technical facilities management environment
• Great attention to detail and accuracy, with a commitment to continuous improvement and service excellence
• Experience of being proactive and reactive.
• Must have demonstrated effective multitasking and operational office management skills
• Must have strong interpersonal, collaboration and communication skills
• Experienced in managing performance, giving feedback and agreeing targets.
• Self-motivated with excellent time and priority management
• Excellent people skills
• IT literacy -
Behaviour & Attitude • Candidate would need to bring a can do attitude and a focus on standards
• Can generate a sense of urgency and importance - demanding of others
• Remains calm under pressure
• Passionate about our sector, embodies the Dalkia "IT WORKS" values of Identity, Trust, Working Hard, Open, Robust, Knowledge, Say It - Do It.
• Keen to continue learning and developing their skillset, having a growth mindset
Educational Qualification Required (preferred): • General education with GCSEs in English and Math's.
• Professional qualifications such as Level 3 Diploma in Business Administration; OCR Text Processing Level 2 Award (RSA 2) / NVQ 2 or equivalent.
• CTC Clearance - required before commencing employment
Previous Work Experience Required: • Minimum 3 years of Office Administration experience, preferrable, but not essential within Power/ Oil & Gas/ Pharmaceutical Industry.
• Nuclear Experience Preferred
Competency Level Required for this job:
A = Mastery B = Comprehension C = Awareness
1. Communication B
2. Teamwork A
3. Decision Making A
4. Emotional Intelligence B
5. Organisation Awareness B
Dalkia's mission is to Succeed by delivering a better experience. Join us and you'll shape more than just your career.
Through our fresh thinking and agile working, we help our customers, communities, and our people to flourish.
As Office Administrator, you'll be part of a team delivering an exceptional, distinctive and consistent operational safety experience, which creates an environment where our people can thrive and do their best work.
The Office Administrator will be a key driver in driving efficient and effective performance, supporting our business strategy to maximize long-term profitability. They will be overseeing the office administration function of Dalkia Nuclear Projects to the highest standards of process, safety, quality to ensure we exceed our clients expectations.
They will be supported by the operational management team at the various stages of the process including, Operations Manager, Contract Manager, Lead Project Manager and Safety Advisor.
Main responsibilities and key outcomes
As the Office Administrator you will be reporting directly into the Lead Project Manager. The Office Administrator will have experience in a fast-paced, customer-focused environment, demonstrating adaptability across diverse business functions. They should be familiar with dynamic industries, possessing flexibility in their approach to work.
Additionally, proficiency in financial management and adherence to confidentiality protocols is essential.
Furthermore, the candidate should exhibit strong customer service orientation, effective communication skills, and proficiency in computer applications such as Word, Excel and PowerPoint.
This is a full-time opportunity based on Sizewell Power Station office with travel required to other sites.
Reports to:
Lead Project Manager.
Manages who:
Self-motivated, managing organisational process. No line management duties currently.
Key Responsibilities
• Administration and process site payroll/ timesheet process and verification. Manage weekly timesheet database and submissions to the company for Dalkia Personnel.
• Administrate and support the CTC vetting process
• Proactively monitor and oversee various processes related to training/ SQEP records and in-processing.
• Collating Receipts and Expenses: Gather and organize invoices receipts and other expenditure records and manage through ERP.
• Direct Liaison with External Suppliers and Key Partners: Communicate directly with external suppliers and strategic partners to ensure smooth operations.
• Maintain records of contracts, site financials, and labour information.
• Maintain Plant Register
• Regularly monitor the progress of ongoing projects.
• Prepare reports on performance metrics.
• Identify potential issues and actively report them to minimize their impact.
• Ensuring documented management procedures are implemented.
• Ensuring records are kept in accordance with Company guidelines.
• Contributing to the implementation of new concepts and techniques
• Coordinate office activities and operations to secure efficiency and compliance to company policies.
• Manage agendas/Meetings/appointments etc. for the Project Managers, Operations Directors etc.
• Manage phone calls and correspondence (e-mail, letters, IM, packages etc.)
• Create and update records and databases with personnel, training and other data.
• Collate goods receipts for acknowledgment within the system and record keeping against each Project.
• Submit timely reports and prepare presentations/proposals as assigned.
• Assist colleagues whenever necessary.
• Maintain the accurate records of company documentation through electronic or hard copies of project documentation and producing reports where required.
• Controlling company and project documentation
• Following and improving document control procedures where required.
• Ensuring all documentation meets formal requirements and required standards.
• Sorting, storing, and retrieving electronic and hard copy documents on behalf of the Dalkia team and clients.
• Producing document progress reports where required.
• Assisting in regular reviews and documentation audits from within Dalkia, the client, and any external auditing bodies.
• Using computers to organise and distribute documents both within Dalkia and to the required clients.
• Ensure documents are shared at key times to facilitate timely project completion.
Capabilities to fulfil the role:
Knowledge
• Previous experience in Office Administration.
• High level of analytical and numerate skills and well versed in the preparation of reports and information using packages such as, Word, Excel and PowerPoint.
• Working Knowledge of relevant Health and Safety legislation.
• Working knowledge payroll information management.
• Working knowledge invoice/ goods receipt management.
• Working knowledge of training planning and management.
• Working knowledge on providing efficient administration support for the site.
• A proactive approach with determination to succeed and a positive attitude that aligns with Dalkia's core values
Skills • Articulate and confident communicator, with the ability to develop and maintain effective and robust working relationships.
• Being thorough and pay attention to detail.
• Proven experience of working within a similar role, with experience of audit and compliance within a technical facilities management environment
• Great attention to detail and accuracy, with a commitment to continuous improvement and service excellence
• Experience of being proactive and reactive.
• Must have demonstrated effective multitasking and operational office management skills
• Must have strong interpersonal, collaboration and communication skills
• Experienced in managing performance, giving feedback and agreeing targets.
• Self-motivated with excellent time and priority management
• Excellent people skills
• IT literacy -
Behaviour & Attitude • Candidate would need to bring a can do attitude and a focus on standards
• Can generate a sense of urgency and importance - demanding of others
• Remains calm under pressure
• Passionate about our sector, embodies the Dalkia "IT WORKS" values of Identity, Trust, Working Hard, Open, Robust, Knowledge, Say It - Do It.
• Keen to continue learning and developing their skillset, having a growth mindset
Educational Qualification Required (preferred): • General education with GCSEs in English and Math's.
• Professional qualifications such as Level 3 Diploma in Business Administration; OCR Text Processing Level 2 Award (RSA 2) / NVQ 2 or equivalent.
• CTC Clearance - required before commencing employment
Previous Work Experience Required: • Minimum 3 years of Office Administration experience, preferrable, but not essential within Power/ Oil & Gas/ Pharmaceutical Industry.
• Nuclear Experience Preferred
Competency Level Required for this job:
A = Mastery B = Comprehension C = Awareness
1. Communication B
2. Teamwork A
3. Decision Making A
4. Emotional Intelligence B
5. Organisation Awareness B
JOB SUMMARY
Office Administrator - Nuclear OperationsDalkia UK
Leiston
7 days ago
N/A
Full-time