Administration Assistant

Ecotricity

  • Full Time

To apply for this job please visit jobs.ecotricity.co.uk.

Location:
Louth
09 Jul 2021
About The Role

This role will be based at our wind turbine operations department in Louth, Lincolnshire.

Contracted Hours

30 hours/week. 09:00 to 15:30 Monday to Friday. Half hour lunch.

Role purpose & objectives

The objective of this role is:

To ensure efficient and effective logistics, facilities and people management support to maintain department functionality.

Reports to

Office Supervisor

Key role responsibilities

This role is specifically responsible/accountable for the following duties:

General Administration

  • Checking that lockers, unit keys and spare van keys are controlled and managed, as required. Supporting with ensuring that all kitchen and welfare equipment is maintained in working order and all associated consumables are replenished on a regular basis.
  • Liaising with the appointed cleaning company on all aspects of routine and ad-hoc deep cleaning tasks and check that the necessary standards are achieved and maintained.
  • Replenishment of office stationery and placing orders for staff workwear.
  • Ensuring all contact lists relative to the department are maintained and are accurate.
  • Minuting toolbox talks and department meetings and disseminating to relevant stakeholders as required.
  • Booking in interviews for the O&M Manager as required.
  • Notifying third parties of personnel who are assigned to weekend ‘on call’ duties and forward the O&M office phone to those duty personnel.

 Responsible for supporting the Office Supervisor with:

  • Ensuring that the IT, printing, and telecoms equipment issued to the O&M department is registered, managed, maintained, and replaced, as required in collaboration with the central IT department.
  • Coordination and management of the O&M department’s waste services accounts and checking that all associated paperwork is stored as per current legislation, ISO14001 standards and department policies.
  • Coordination of statutory inspections and maintenance of the office envelope and equipment including but not limited to: minor building repairs, fire and intruder alarms, air conditioning units, CCTV system and portable appliance testing, in consultation with the health and safety department.
  •  Coordination and booking of accommodation and travel arrangements as required.

 Financial Administration

  • Responsible for the raising and adjustment of purchase order submission on financial management systems and disseminating approved submissions as required.

 Responsible for supporting the Office Supervisor with:

  • Checking all O&M department third party supplier and vendor accounts are correctly set up and administered, as required.
  • Checking that the necessary permissions and supporting quotes and receipts are sought and collated whenever ad-hoc usage of the corporate credit card is required.
  • Tracking of department committed (POs) and actual (Invoices) spend against the agreed budget and flagging spend outside of the agreed budget.
  • Coordination of the administration and reporting of all overtime and associated allowance submissions for all staff and communicating this to the People Team.
  • Supporting checks that van usage outside of core working hours and journeys not associated with programmed works is escalated to the O&M manager, using the Lightfoot reports.
  • Supporting the coordination and usage trending of fuel accounts and the administration and ordering of new fuel cards, as required.
  • Supporting the raising of new purchase orders and submitting expense claims for staff in a timely fashion.

HR Administration

Responsible for supporting the Office Supervisor with:

  • Ensuring all absences are recorded correctly and return to work interviews have been conducted by the respective line manager.
  • Logging and managing all TOIL for department staff in an accurate and fair manner, as per department policy.
  •  Coordination of induction presentations and the onboarding of new department staff members and the exit process of those leaving the business, ensuring that all necessary equipment and information is issued or recovered, as per the O&M department and People Team policies and processes.
  • Coordination of all HR related training and development initiatives in conjunction with the ‘People Team’ to support the Team Leader and supervisor roles.
Vehicle Administration
  • Responsible for supporting with ensuring that all new and existing O&M vehicles are maintained as available and fit for purpose, working closely with the wind engineer team leaders and H&S supervisor, through the coordination of new equipment installations, tool replacements, corporate branding application, MOT and servicing arrangements and damage repair resolution under insurance.

Responsible for supporting the Office Supervisor with:

  • Checking that van usage outside of core working hours and journeys not associated with programmed works is escalated to the O&M Manager, using the tracker system portal and reports.
  • Coordination and usage trending of fuel accounts and the administration and ordering of new fuel cards, as required.

Data Handling & Performance Monitoring

Responsible for supporting the Office Supervisor with:

  • Collating and producing monthly and quarterly performance reporting to support loan agreements.
  • Preparation of availability summaries for the portfolio.
  • Extraction and processing of SCADA data and reconciliation with inputs from the technical team.
  • Creation of excel tools to sort and manage production performance and financial data to track trends and deviations.
  • Visualisation of SCADA data and other data sets in power BI to facilitate O&M decision making.

Continuous Improvement

  • Responsible for engaging positively with respect to continuous improvement initiatives relating to optimisation of department efficiency, operational cost, and staff morale.
  • Responsible for supporting the all technical teams, either remotely or locally, as required.

Documentation

Responsible for supporting the Office Supervisor with:

  •  Ensuring that all documentation relating to the administration of the O&M department is fit for purpose, current, completed correctly and readily available as required by department policies.
  •  Ensuring that all completed documentation and records are organised and stored in an efficient manner that would satisfy and external audit (i.e. ISO9000 or ISO14001 audit).
  •  Ensuring that all AWP and ROP documentation is accounted for and filed in the correct manner as per department policy and a report on any missing documents is provided to relevant stakeholders and management.
  •  Ensuring relevant information is stored for all staff, contractors and third parties in the correct areas in line with GDPR guidelines.

Communication

  • Responsible for participating in and providing input to regular department meetings. Supporting ensuring a comprehensive handover process is undertaken when providing cover for other administration team members for extended absence such as leave, sickness or secondment.
  • Responsible for treating all sensitive HR or administration information discretely and maintaining confidentiality.

Responsible for supporting the Office Supervisor with:

  •  Preparation of periodic summary reports detailing O&M performance, administration or financial project work progress or issues faced.
  •  Ensuring any changes to procedures or policies are understood and communicated to the wider department as required.
  •  Liaising with suppliers and service providers to ensure that any topical issues or disputes relating to administration or financial matters are diplomatically communicated, efficiently resolved and recorded.

General

  • Adoption of any other additional affiliated responsibilities that the O&M Manager might reasonably request as the role develops.
About You

Role behaviours

The following specific behaviours are expected for this role:

Team Player

  • Expected to be a strong team player who can set an example to demonstrate the standards of responsibility and behaviour required from the O&M department, as outlined in the job definitions.
  • Always presenting oneself as approachable and supportive, willing to listen to understand and back initiatives which optimise the efficiency/effectiveness of the O&M organisation, H&S and the engagement/morale of the wider team.

Work Ethics

  • Expected to consistently demonstrate an organised, efficient, and comprehensive approach to planning delivery and logistics support.
  • Able to engage the O&M department by demonstrating personal commitment, energy and enthusiasm, believing in the purpose of the work and making the team’s compliance experience as accessible as possible.

Communication

  • Expected to be able to articulately communicate with both staff and management in a positive, constructive, reasonable and professional manner, even when under pressure.
  • Able to convey varied and complex information in an accessible and memorable fashion using appropriate mediums to target a range of recipients.

Essential skills & experience

The following entry level skills & experience are essential for the role:

  •  At least 5 GCSEs at Grade C or above (including Mathematics & English).
  •  Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages
  •  Strong communication skills and diplomacy particularly verbal communication and at all levels.
  •  Good time management & personal organisational skills.
  •  Ability to carry out work to a high level of accuracy.
  •  Ability to produce accurate and comprehensive reports on all preventative and corrective maintenance tasks attended.
  •  Ability to work under pressure to tight deadlines without compromising safety or quality.
  •  Ability to work independently
  •  Ability to plan, prioritise and organise workload effectively.

Desirable skills & experience

The following additional skills & experience are also beneficial for the role:

  • Familiarisation with HR, employment, and data protection legislative areas.
  • Fire awareness training.
  • First aid at work qualification.
  • Manual handling training.
  • Experience in a data analysis field, preferably financial based. Excellent working knowledge of MS Excel.
  • Working knowledge of Microsoft Power BI.
  • IOSH working safely.
  • Acquisition of any other additional desirable skills and experience that the O&M Manager might reasonably expect as the role develops.
About Us

Ecotricity is the greenest energy company in Britain. In fact, when we started back in 1995, we were the first green electricity company in the world.

Our mission was and remains to change the way energy is made and used – after introducing green electricity to the world, we introduced green gas to Britain in 2010 too.

Our model is unique: we use our customers’ energy bills to fund the building of new sources of green energy. We like to refer to this as turning ‘bills into mills’ – energy bills into energy mills, whether that’s wind, sun, sea or gasmills.

We’ve built over seventy wind and sun parks across Britain, we’re planning to build Britain’s first ever Green Gas mills, and through Britwind, our small wind company, we design, build and deliver small wind turbines to landowners and businesses throughout Britain and the world!

We don’t just focus on energy though – we built and run the Electric Highway, Britain’s leading network of electric car charge points, we helped Forest Green Rovers become the greenest football club in the world, and launched Britain’s greenest mobile phone service, Ecotalk.

Job Overview