Additional Services Administrator (Northolt)

Additional Services Administrator

Responsibilities

Based in Northolt the successful candidate will support Client’s role in delivering Additional Works Services working closely with the Additional Services Manager, Professional Services and Change Management to Defence Infrastructure Organisation (DIO) for all Regional sites. To administer the Change Management System (CMS) in order to progress Additional Services up to £3.93m. Report production and monitoring of Projects.

Duties

Customer Engagement

Directly responsible to Additional Services Manager/s (ASM), with support function to Senior Project Managers (SPM) and Project Managers (PM)

Support the Site Manager and Site Delivery Area Manager (SDAM) in ensuring Additional Works and Professional Services generated by sites are recorded and progressed on the CMS

Liaise with DIO, end users and other stakeholders to provide advice and support

Liaise with CA Regional and National staff to progress Projects

Technical Responsibilities

To provide administrative duties including:

Liaising with staff to obtain accurate progress for all projects

Super User Duties linked to the AWS

System testing (UAT Testing)

Bug fixing testing, desk based

Additional Works Tracking

Monitoring Projects at Risk

Monitoring outstanding issues with the correct implementation of DS008.1

Raise ESRs for programmed work, site requirements over IRL or as directed by SPMs and ASM

Provide regular reports of Project progress including jeopardy reporting (those approaching and at risk of failing significant milestones).

Report and monitor Early Warnings and Compensation Events in line with CA reporting policy.

Produce statistics on performance, including H&S inspections and findings, Key Performance Indicators and AWS progress.

Report and monitor Supply Chain performance using AWS scores, H&S results and works complete statistics.

Support Site Managers and Delivery Managers in monitoring progress on site delivered low value Additional Works and Professional Services.

Support PMs in arranging meeting attendance, booking suitable facilities, ensuring site access for non-CA pass holders, and recording attendance and Records of Decisions/Minutes.

Assist with the production of tender documentation including issue and receipt, and preparations for Tender Bids in accordance with the tender process.

Monitor amendments to documents on Athenaeum for relevance to Projects and compatibility with Workbook.

Process security applications for Project Team and Supply Chain Operatives. Record exemptions where given.

Collate data on waste generated and removed, and the disposal method.

Carry out any other duties commensurate with the position.

People Responsibilities

Liaise with all site personnel. There is a requirement to travel to all/any site within the Region periodically.

Support the Help Desk in responding to requests for AWS and CMS advice

Corporate Responsibilities

Ensure compliance with Security and Fraud Policies and Procedures

Comply with all Health, Safety and Sustainability Policies and Procedures pertaining to your job role. These are found on the CarillionAmey Intranet within document GD095 Health and Safety Roles and Responsibilities and SuMS Procedure SU019 – Roles,

Resources, Responsibilities and Authorities

Support all business safety initiatives

Comply with the Organisation’s Equality and Diversity Policy

Consistently demonstrate the Company values

Carry out any other duty commensurate with the position

Essential Competencies

Demonstrable experience of general office work

Experienced in data processing, typing and general administrative duties

Able to work under pressure and meet tight deadlines

Good understanding of administrative practices

Knowledge and experience of working within strict ISO 9000 Policies and Processes

Computer literate

Requirement for occasional travel between

Essential Requirement

Educated to NVQ Level 2 standard or equivalent experiential experience

Excellent knowledge of Excel and Word

Personal Qualities

Ability to work effectively on own initiative and as part of a team

Effective communicator at all levels

Inspires confidence and builds effective relationships

Proactive, well organised, with effective planning and organisational skills

Driven and determination to achieve targets

Flexible and effectively react to changing priorities

Compliant

Effective problem solving skills

Learns from experience

Understanding of client relationship behaviours