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Events Administator Glasgow, United Kingdom Up to £18,187

Events Administator

Location: Glasgow, United Kingdom |
Salary: Up to £18,187 |
Posted: 14 Jan 2020 |
Closes: 13 Feb 2020 |
Business Unit: UK Secure Solutions |
Contracted Hours: Full-time |
Employee Status: Permanent |
Reference: 190001TK-internal

Administrative support across all elements of the Operations support function. Responsible for maximising workforce utilisation and engagement and the procurement and arrangement of all equipment and logistics relevant to the delivery of Events Nationally as required.

Key Responsibilities/Accountabilities
  • Proactively engage with casual workforce to increase fulfilment of events manning from the direct workforce and identify opportunities for upskilling to plug resource gaps
  • Seek to mitigate cost exposure by increasing utilisation of local workforce
  • Utilise MI provided by Operations Support Analyst to take appropriate actions to maximise utilisation of casual workers
  • Coordinate event logistics including uniform supply, transport, welfare supplies and accommodation
  • Manage bookings and PO’s including transport, accommodation and arrange ordering of equipment as required
  • Understand supplier base and take decisions to improve compliance, consistency and reduce costs
  • Identify trends in the utilisation of suppliers, feeding into AOC’s and Head of Operations Support to enable negotiation of improved terms 
  • Liaise with field-based administration and management teams to ensure requirements are met during the deployment of events 
  • Ensure governance and compliance of internal processes to support in the management of cost and ensure consistency in ways of working across all areas
  • Ordering of office equipment and stationery within budget
  • Supporting resourcing and scheduling with obtaining and verifying right to work documents, liaising with HR where required to ensure legal compliance
  • Support with licence renewal process
  • Management of procurement logs and associated spreadsheets
  • Production and administration of service contracts
  • Highlighting any overspend or other financial concerns to the finance team and area managers prior to bookings 
  • JDE system superuser, raising purchase orders and recording on appropriate spreadsheets and reporting
  • Provide support to finance team as required with month end reconciliation
  • Support / initial point of contact for workforce with Javelin access issues and issues registering for work  
  • Manage no show process post event 
  • Issue and analyse workforce questionnaires proposing solutions to reduce attrition and increase engagement and utilisation of the workforce
  • Liaise with candidate coordinator to improve and successfully manage new starter process  
  • Compliance around workforce ID badges 
  • Use of the system to undertake scheduling activities if required
  • Responsible for general administration including printing, answering the phone and document generation
  • Any other relevant duties as required


Essential Skills & Knowledge

  • Experience in an Administrative role

  • Excellent organisation skills

  • Attention to detail

  • Effective use of Google applications

  • Communication both written and verbal

  • Basic level of financial awareness



Desirable Skills & Knowledge

  • Use of Oracle

  • Workforce management / engagement


Key Competencies

  • Managing Professionally

  • Delivering Performance

  • Teamwork and Collaboration

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