Project and Office Support Assistant

About Us

Atkins is one of the world’s leading design, engineering and project management consultancies. We have the breadth and depth of expertise to respond to the most technically challenging and time critical projects. Protecting the security of our home and of our citizens abroad is one of government’s highest priorities Our role as a trusted advisor allows us to offer rewarding careers to people who want to enhance their skills and build on their experience in this dynamic sector.

The Responsibilities
This is a varied and interesting role providing support to the projects, senior management team, capability teams along with office support responsibilities. These will include:

• General administration and business support duties to the office including, meeting organisation and catering, travel arrangements, hot desk and parking management.
• Organise team meetings and floor plate presentations, including guest speakers, team presentations, catering, collation of staff notice information, cascading of team information and monthly reports to the team.
• Act as receptionist, answering the door, telephone and looking after meeting rooms, routing and screening calls for management, arranging incoming and outgoing post.
• Ensure office supplies are maintained and order replacements as necessary, this includes stationary, Personal Protective Equipment and refreshment supplies.
• Manage sick absence of staff including advising line managers and clients when colleagues call in, ensure staff complete sick absence form, returned to HR and ensure tracker is maintained.
• Transforming CVs into company format and ensure colleagues update their CV’s on a regular basis and make sure they are on SharePoint site.
• Assist in the implementation of new office procedures where appropriate.
• Create new starter packs, induction packs/checklists and perform office inductions (IT) to new staff.
• Liaise with outside suppliers in accordance with company’s procurement procedures.
• Responsible for the transmittal of material between Atkins’ offices and also between the office and
• Client locations.
• Maintaining security access system, ordering and issuing staff passes and updating security register.
• Monthly update of the Business organisational charts, floor plans, telephone lists, photobook and update on SharePoint sites.
• Maintain forms for staff working at client sites.
• Monitor client web portal for job opportunities and email new ones to relevant people in the business.
• Coding and sending invoices to SSF and maintaining invoice log.
• Process expenses for identified members of staff including ensuring those that need grossing up.
• Support Resource Group Managers including the production of a weekly productivity report, waiting time email, organise performance and development reviews, collect feedback for development reviews, sending timesheet reminders, update Associates Database and Ad hoc support tasks.
• Organise social events for the office including annual sports day, annual Christmas event, monthly night out and ad hoc events.
• Perform Fire Marshall, First Aid and Safety duties as required including updating health and safety boards.
• Manage opening and closing times of the office.
• Support project on client site with administrative duties, attending site where required.
• Proof-reading and formatting documents.
• An essential part of the role will be performing document control duties which will but not be limited to receiving, sending and logging of information.

The Requirements
Essential

• Sufficient level of experience of working in an office environment covering administration and customer services duties.
• Experienced user of Microsoft Word, Excel, Outlook and PowerPoint.
• Proven organisational skills.
• Proven ability to work on confidential documents and issues.
• Ability to work with minimal supervision with a proactive approach.
• Accurate record keeper, Systems and Process driven with some proven experience in implementing change, i.e. electronic filing system consolidation, effective use of Outlook.
• Self-sufficient, vibrant and a keen team player.
• Strong communicator, with confident and approachable manner.
• Motivated to progress and improve current procedures.

Desirable

• Experience of databases e.g. Microsoft Access.
• Knowledge of Adobe Suite or similar DTP packages.

The Rewards and Benefits
Please see our website for details of our full benefits package.

Security Requirements
This role may require security clearance and offers of employment will be dependent on obtaining the relevant level of clearance. If this is necessary, it will be discussed with you at interview.
If applying to this role please do not make reference to (in conversation) or include in your application or CV, details of any current or previously held security clearance.