Visa Administrator - 5 Month Contract

Job description

Job Title:

Visa Administrator

Job Purpose

To provide a full and effective administrative support to the Visa Unit and the Personnel Department as a whole, to enable the efficient provision of an HR service to our employees

Reporting lines and interactions

Hierarchically reports to:

Visa Coordinator

Operationally reports to:

Support Services Manager

Directly supervises:

N/A

Key interactions (internally, externally):

TOMS / Offshore Personnel

Typical background and experience required:

Must have:

· Good working knowledge of Word, Excel and Powerpoint
· Good communication, organisation and time management skills

Nice to have:

· Good standard of general education
· Proven history of working in an administrative function

Main accountabilities:

· Assist the Visa Coordinator in ensuring that all personnel travelling to foreign worksites have appropriate immigration / work permit documentation. This will involve ensuring employees are provided with the appropriate application information, collating responses and dispatching documentation to the appropriate embassies or project teams
· Additionally, take on responsibility for visas / immigration formalities for specifically named work locations and be wholly responsible for the efficient operation of the visa process
· Compile reports on the status of visa compliances for all offshore personnel
· Although this role is primarily aimed at supporting the Visa Unit the expected workload will fluctuate therefore the following secondary duties will also be included:
· Typing and filing of various correspondence utilising a document register for tracing of documents
· Maintain an office filing system ensuring all filing is kept up to date
· Arrange meetings and make travel arrangements
· Monitor key termed processes and ensure timely close out by issuing standard letters. Termed HR processes include probationary periods, sickness, study leave applications, reference checks etc
· Effectively manage the office secondee group of employees undertaking travel administration, logging of timesheet and allowance payments and update their CMS locations
· Prepare standard monthly reports taking input from various resources in the Department
· Order and maintain stationery supplies
· Provide cover for other Administrators during annual leave or absence
· Any other task as directed by the Support Services Manager