Administration Assistant

Job description

1.

JOB IDENTIFICATION

Job Title:

Administration Assistant

FULL TIME (TEMP)

Business Unit:

Technip UK

Department:

GEOS Business Support

Date Written:

17-02-17

2.

REPORTING RELATIONSHIPS

Directly Reports to:

Regional Manager

Indirectly Reports to:

Application Analyst

Directly Supervises:

N/A

3.

LOCATION

Westhill, Aberdeen

4.

JOB PURPOSE (summary of outputs of the job)

To provide administrative support to the GEOS Support Team

5.

KEY ACTIVITIES

· Arrange internal/online meetings when required
· Major Releases, dept. meetings, CAB meetings etc.
· Update & Review of various department Tickets using the Support Department tools, i.e. S-Now & ALM complete
· Creation of new requests/new users/new KB Articles as instructed
· Compiling the Release notes for completion of Minor & Major Released items in accordance with the support team change & release process
· Updating & Review of various department documentation within above mentioned tools
· Updating of Global/Regional/Local Communications within SharePoint
· Assigning of associated tasks to user groups
· Dealing with Emergency communications urgently as they arise
· Minor/Major release communications at various states of the changed process
· Maintenance of dept. Mailbox/s & Associated email dist. lists & workgroups
· Introductions of new starts to team
· On boarding and off boarding
· Document Maintenance - Oracle Beehive documentation for released items
· Providing reporting to underpin SLAs
· Updating of Testing results during global regression testing
· Other duties as directed by the GEOS Regional / Change Manager

PERSON SPECIFICATION

6.

QUALIFICATIONS (professional, technical, academic)

Essential:

· Previous admin experience working in a busy environment.

7.

EXPERIENCE/SKILLS/KNOWLEDGE

Essential:

· MS Word 2007, MS Excel 2007, MS PowerPoint 2007, Outlook, Office 365.

· Computer literate – ability to learn new packages quickly.

· Attention to Detail, Good oral and written communication skills with respect for confidentiality.

Preferred, but not essential:

· Sharepoint Admin.

8.

TECHNICAL/GENERAL COMPETENCIES

Essential:

· Commitment to ethical values - follows Technip's standards of conduct and moral principles applied to behaviours and actions.

· Customer focus - puts the customer first, making excellent customer service a high priority.

· Integrity - consistently bases actions on principles rooted in the Group's values.

· Quality awareness - considers quality as vital to task(s) and values the relationship of trust built with clients.

· Drive for Results – has the ability to constantly achieve results within defined timeframes. The drive to do things better and complete against a standard of excellence.

· Team work/spirit - contributes effectively in a team setting and senses responsibility towards other team members.

· Valuing diversity - values and fosters the contributions of a diversified team.

Preferred:

· Ability to work efficiently on own and also as part of a team.

9.

PERSONAL QUALITIES

Required for position:

· A conscientious team player with good interpersonal skills and a drive for results. A high standard of accuracy and consistency is required.

Required for future development:

· A willingness to learn and develop new skills.

10.

QHSES COMPETENCIES

Required for position:

· Follow HSSE rules and practices in all areas of work and report unsafe conditions and hazards to those responsible.

Required for future development:

· Actively promote correct HSSE behaviours through personal example.