The role of Administration Assistant at Bristol has recently become available.

This is a position that requires good organisational and planning skills as well as ability to communicate and motivate others to implement SHEQ responsibilities and achieve targets

Reporting to the Asset Control Manager, the main focus of the role is to provide a wide range of clerical activities to the branch operations. These include absence control, operational efficiency calculations, financial and SHEQ administrative duties. Administration support may also be provided to satellite sites to the main branch, for example remote distribution centres.

Main Duties Include:

HR Admin
* Administer personnel records, for example absence notes and update SAP HR with employment/personnel changes, falling under the Personal Data Protection Act (Daily).
* Administer staff holidays, including requests and management of SAP input (Daily).
* Administer the branch IPA SAP hours, including allowances, and absence systems (Weekly).
* Collate information for new starters, for example doctors’ appointments, personal details, pensions forms, etc. (As required).
* Co-ordinate schedule for company doctor and occupational health screenings, for example well persons and audiometry (As required).

SHEQ Admin
* Maintain the accident/incident and near miss reporting systems for the branch (As required). This also includes creation and circulation of outstanding action reports
* Maintain the Group Meeting and Planned General Inspection records for the branch (Monthly per department). This also includes creation and circulation of outstanding action reports and assistance in the provision of material for Group Meetings (Monthly).
* Maintain other SHEQ records, for example audit corrective action reports (CARS), management monitoring reports, etc. (As required).
* As site Document Controller, manage the site document control system, including maintenance of the site document register and records register, and the printing of controlled documents (for example quality logs, Planned General Inspection sheets) (Daily).
* Provide administrative support to the MASCA team on the Telequery system, for example entry of faulty cylinder reports into SAP, FOC trend reports (As required).
* Monitor SHEQ documents requiring periodic review, for example risk assessments, and alert relevant managers (Monthly).
* Administer the site safety incentive scheme (Annually)
* Fulfil the role assigned within the site emergency plan (As required).

Financial/Purchasing Admin
* Monitor and expedite employee monthly expense returns (prepare batch header for salaries) (Monthly).
* Raise purchase orders in SAP for site general purchasing requirements, particularly Group Purchase Orders, non-inventory items and stationery (Daily).
* Receive goods against purchase orders for site general purchasing requirements (Daily).
* Make payments for non-technical services by VISA card/cheque (Weekly).
* Manage the blocked invoice report for the site and resolve with requisitioner/ supply management as appropriate (Weekly).
* Complete Barclaycard statements for FSC where job-holder possesses a VISA purchasing card / chequebook (Monthly).
* Manage ordering and expediting of prescription safety glasses (Weekly).
* Administration of site petty cash, including preparation of reconciliation report monthly (As required)

General Admin
* Act as the key contact for incoming calls, for example from CSC, SCC, drivers, and site visitors.
* Administer site mail, faxes and pay slips (Daily).
* Administer meeting room bookings, arrange meetings, facilities and refreshments as required (Daily).
* Carry out secretarial work, for example letters, meeting minutes (As required).
* Photocopying/filing of miscellaneous documents, for example vehicle job cards, cylinder filling quality log sheets, minutes of meetings, accident/incident investigations, medical quality records, other production quality records, in a timely fashion (Daily).
* Handle simple customer enquiries, for example by referencing the Schedule Summary/Customer Call list, proof of delivery (Daily).
* Run the back order report (Daily).
* Enter production/test shop performance figures (Weekly).
* Administer travel arrangements, e.g. hire cars, for the site (As required).
* Responsible for changing of server back-up tapes (Daily).
* Produce Traccess/IMSS progress reports (Monthly).
* Enter brought backs onto the tracking log and re-schedule (Daily).
* Make changes to outstation driver documentation and confirm (Daily).
* Provide emergency administrative cover, including confirmation of delivery notes, confirmation of Special Products tranships and confirmation of stores documents (As required).
* Provide administrative support to the Area, for example vehicle maintenance or test shop (As required)
* Act as site champion where nominated, for example as Traccess champion.
The successful candidate will be able to demonstrate:

• Good PC skills and knowledge of Microsoft Office and SAP.
• Knowledge of the general business processes undertaken by BOC Gases and detailed knowledge of the administration tasks listed above and corresponding SAP skills.
• Knowledge of BOC products.
• Knowledge of BOC SHEQ processes and procedures.

Please apply for this role on-line.