Contract Office Administrator
An opportunity to join an experienced, versatile team, delivering first class contract support services to our world class Armed Forces personnel.
Position Overview
Based in HMS Collingwood this 18-month Apprenticeship role will deliver efficient office administration while coordinating and facilitating a plethora of operational support matters emanating from the Hestia and FMSP Clyde Soft FM contracts.
Working closely with the Business Co-ordinator, responsibilities include maintaining new and existing business administration procedures and processes together with providing close daily support to the Senior Management Team.
Main Responsibilities
Coordinate, order, control and hand out initial allowance and replacement workwear and PPE for all staff. Act as sponsor for the process, list of entitlement, and order form. Keep the Contract Office and associated workspaces in good order, including noticeboards, and the reporting of defects. Be responsible for the safety of persons working and visiting the Contract Office. Support and promote quality information management practice on the contract SharePoint pages to enable easy retrieval of data. Ensure all Contract Office records are accurately maintained and held in compliance with GDPR. Utilise the data from the contract staff lists to produce monthly and ad-hoc staff-related statistics and reports. Create management organisation charts, name plates and other staff-related documents. Assist with the maintenance of training records, and the arrangement of external training. Assist with the maintenance and of contract reporting dashboards. In support of the Business Coordinator, act as a User of the preferred procurement system. Act as a contract point of contact, submitting visitor notifications, greeting visitors, and escorting them, and arranging refreshments as necessary. Collect, accept incoming packages, and arrange delivery of outgoing parcels. Update Process Maps on Visio, convert them to PDF and make them available to staff. Update the associated version control document. Assist with the coordination of internal and external communications, preparing papers and other forms of hard and soft copy media as required. Complete Apprenticeship requirements with the aim of establishing a permanent role and career progression. Actively promote a safe working culture and adhere to the Health and Safety procedures, processes, and the law. Carry out other reasonable tasks as determined by the Mitie Line Manager. This could include occasional support to other contractual services or other commutable contracts.
What we are looking for
The successful candidate will be a confident and credible communicator, loyal, dynamic, and professional with good judgment and a high degree of initiative, integrity, and discretion. Pro-active when required and responsive to changing needs of the business. Perceptive, with the ability to establish credibility at all levels, working independently and within a team while remaining calm under pressure and self-motivated. The applicant should be versatile, reliable, and well presented, giving a positive image of Mitie company values, with:
The desire to deliver high quality administration and office support to senior management level and ability to work unsupervised using own initiative Excellent organisational skills Strong interpersonal, verbal, and written communication skills A working knowledge of MS Office applications Innovative with a flexible approach to accommodate changing requirements and priorities Good customer facing skills and the ability to develop close working relationships with the highest degree of integrity Good all-round standard of education (5 GCSE Grade C/level 5 or above, including maths and English)
Additional Information
MOD security clearance and DBS Standard required. To meet national security vetting requirements, you will normally need to have been resident in the UK for at least 3 years to gain a Counter Terrorist Check, 5 years for Security Clearance and 10 years for Developed Vetting prior to the date of application. All Developed Vetted posts are required to be UK Nationals.
Proof of right to work in UK essential.
The Contract operates a 37.5 hour working week between the hours of 0730 and 1700 Mon to Fri only.
Required to wear approved company work wear.
About the company
Mitie is a business of 77,500 colleagues making us the UK's leading facilities management company. Mitie's vision is to work together to deliver the exceptional, every day. It is a commitment we make to our customers day in, day out. We are built on integrity and trust. We always go the extra mile to get the job done.
We champion diversity and inclusion and have six employee networks offering supportive spaces for military veterans, parents and carers, LGBTQ+, women, disabled colleagues, and for all races and ethnicities. Mitie has a comprehensive and practical approach to achieving net zero carbon. A wide variety of benefits are available to employees, including additional leave purchase, Give as You Earn, Salary Finance, Save as You Earn, Share Incentive Plan, Cycle to Work, purchase of private medical cover, life cover, technical equipment, childcare vouchers, and more. A reward and recognition scheme is in place and a wide variety of high street discounts are available to claim. There are career pathway opportunities, such as workplace apprenticeships and leadership development programmes, and an offer is made to ‘give back' to the community during paid time. Please ask more about these benefits at interview.
Additional information for internal applicants
Please ensure that you discuss your application with your current line manager before formally applying. Please note that internal job moves are subject to the standard terms for the post being advertised. Enhanced terms cannot be honoured.