$ads={1}
Site Administrator
(Job Number: 00691)
We are looking to recruit a Site Administrator for one of our Wind Farm project based at our site near Wick to support the project in various departments.
- Project – Onshore Wind Farm
- Site Based Full Time Role
- Start Date – Mid September 2023
- Contract – Fixed Term Contract until end of March 25
- Hours – Monday to Friday 9am – 4pm
- Location – Achairn, Wick
Outline of the role
You will need to be able to organise your workload, filing methods and work in a clear and logical manner, following process and procedure. You must be able to meet deadlines without compromising on quality and work on your own initiative whilst working in a team environment. You must be able to demonstrate enthusiasm to learn new experiences and skills and be supportive of and part of a hard-working team and as part of this team, you must have the ability to quickly build strong working relationships with people at all levels. You must also demonstrate the confidence to use their communication skills to ask questions to seek and clarify information.
Project outline
With nearly 30 years of renewables experience, Farrans has worked on 20 windfarm sites, involving a total of 483 turbines. The company has delivered some of the most technically challenging wind farms across Ireland and the UK.
This project will see Farrans design and construct a total of 10 turbines on Camster Windfarm. The Windfarm is located near Wick North of Scotland.
As a Site Administrator you will be responsible for:
Reception
Main point of contact for all visitors to site / Front of House.
Duties include;
- Be first point of contact, dealing with clients and customers in a professional and friendly manner via email and face to face and ensure all visitors sign in at Reception.
- Look after any visitors on site making sure they have signed in and out and have the correct PPE etc.
- Carry out general office duties including photocopying, distributing documents, distributing incoming and outgoing mail and deliveries as required.
- Take responsibility of Petty Cash.
- Organise and book meeting rooms and conference calls.
Site
Main contact for all site related admin.
Duties include;
- Manage stock levels and order office supplies, PPE equipment and consumables for the site.
- Attending and minuting meetings.
- Manage delivery dockets / notes / LPOs and official purchase orders.
- Preparation and submission of monthly reports.
- Keep project organogram up to date.
- Keep project contact details up to date.
- Organise travel, meetings and other client-facing activities.
- Manage site facilities.
Document Control
Support the Document Controller on the project.
You will be working with the Document Controller and Site Admin Team to assist in coordinating all activities related to the document control procedure (RAMS & Permits), including technical documents, drawings, and commercial communications.
Duties include;
- Ensure all approved documents and drawings are given to the appropriate staff, subcontractors and suppliers when required.
- Assist inputting document data in various systems, ensuring information is accurate and up to date and maintain the internal document control system.
- Organise, file, update and archive documents, following data protection guidelines and in conjunction with existing procedures.
Community Benefits Team
Support the Community Benefits Coordinator / Partner delivering Social Values for the project.
- Liaise with stakeholders to deliver local training initiatives.
- Liaise with local council, employment partners and HR department in sourcing entry level roles for long term unemployed in the local community.
- Produce communication and social value delivery progress reports.
- Support the supply chain in the provision of data for local spend and employment.
- Arrange and coordinate marketing activities and project notifications.
- Coordinate CCS audits.
- Any other tasks as requested by the Community Benefits Coordinator / Partner.
Commercial
Support the Commercial department on the project.
Duties include;
- Management of PPE register and populate charge sheets.
- Ensuring weekly plant hire sheets are complete by site team and issued.
- Manage physical copies of all PO’s / Subcontract orders as placed and store in secure cabinet in site for site team to access and review as required.
- Collection and administration of LPO’s.
- Reviewing, checking and circulating ROSOS sheets.
- Assisting with labour invoicing / timesheets.
Health and Safety
Support the Health and Safety department on the project.
Duties include;
- Review Site Inductions.
- Monitoring Safety Observations and actions, ensuring these have been actioned.
- Data Entry - Inspection Sheets, Training Attendance Data, Safety Statistics.
- File LOLER, PUWER paperwork, Traffic Management Inspection Sheets and permits.
- Update the on-site Health & Safety Information Board as required.
- Track PPE recharge data.
HR
Primary site contact for HR Admin.
Duties include;
- Assist with onboarding new employees, and admin associated with probation, promotions, employees leaving, employee absences, extension of fixed term contracts, holiday amendments, IT forms, and new roles to be advertised and performance management.
Learning and Development
Support the Learning and Development department on the project.
Duties include;
- Assist the L&D Team by updating the site Training Matrix with any new starters, new training, new certificates received, alerting the L&D Team of any training due to expire shortly, plus site contact for any new training booked for employees.
- Contact for site Graduates and Apprentices for any queries for the L&D Team.
- Update the on-site Information Board as required.
Accounting
Support the Accounting department on the project.
Duties include;
- Assist the Accounting department with gaining approval from the appropriate team members on site in a timely manner.
- Manage Plant off and on hire (Focal).
- Keep the Farrans Authorised Signature List up to date.
Quality Data Coordinator
Support the Quality Manager on project requirements
Duties include;
- Monitor the Quality Duty Chart weekly and check all tasks have been allocated to named personnel.
- Support the Quality Manager with delivery of monthly quality objectives
- Follow up on completion of ITPs and upload onto project common data environment
- Assist with the Quality Induction.
- Update the on-site Quality Information Board as required.
- Ensure completion of Daily Diaries are completed and submitted onto project Common Data Environment (Aconex)
Environmental
Assist the Environmental designee.
Duties include;
- Update the on-site Environmental Information Board as required.
- Complete Waste Transfer notes, licences, and track waste.
- Submit water meter readings.
- Submit Best Practices from site (Photos).
- Record Sub-contractor waste usage, fuel usage and goods/materials purchased.
- Record Delivery miles of goods and materials delivered to site.
- Record Sub Contractor commuting mileage.
What we can offer you
Joining one the of leading construction and civil engineering contractors you will be provided with the opportunity to deliver on projects that play an important role in the everyday lives of people in the UK and Ireland. Our employees are at the core of everything we do, with this in mind we have our own in-house Learning & Development division who can offer you bespoke career toolkits & pathways.
In addition to a competitive base salary, we can also offer a wide range of benefits, some of the key ones being:
- Car allowance
- Payment of an annual professional membership
- Contributory pensions plan up to 6%
- Share Scheme opportunities available
- Employee Referral Scheme
- Enhanced Maternity & Family friendly policies
- Health Shield (Medical & Dental Cover included)
- 34 days annual leave (inclusive of bank holidays)
- Cycle to work Scheme
- Living away from home allowance*
- For certain roles we offer living away from home allowance, this depends on site and location and can be amended throughout your contract. We are here to make this as seamless as possible, therefore we cover all accommodation costs, provide you with a daily allowance and cover travels costs (as set out in our living away from home policy)
Your required Skills and Experience
- Prior experience in an administrative or support role
- Sound working knowledge of the complete Microsoft Office suite
- Excellent interpersonal skills and able to quickly build strong working relationships
- Ability to organise your own workload, filing methods and work in a clear and logical manner
- To meet deadlines without compromising on quality
- Capable of working on own initiative whilst working in a team environment.
- Able to prioritise, multi-task and an understanding of deadlines and working to achieve these
- Capable of working on own initiative whilst working in a team environment.
- Confident in asking questions, seeking and clarifying information and have an enthusiasm to learn new experiences and be supportive of and part of a hard-working team.
Diversity & Inclusion
We believe there is power in being different. Every day, our people express their unique voices and draw from their rich experiences to bring fresh ideas to our company. There is no question that an inclusive and diverse workforce drives innovation, and it also makes us stronger as a team. Therefore, we are committed to fostering inclusion and diversity in the workplace; one that welcomes people from all backgrounds. No applicant or employee will receive less favourable treatment because of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership and pregnancy or maternity. We are committed to ensuring that our recruitment and selection process is inclusive and accessible.
About Farrans
Farrans Construction is a leading building and civil engineering contractor with over 80 years’ experience of delivering world- class projects across the UK and Ireland. The company, which employs more than 650 people, has offices in Belfast, London, Cambridge and Edinburgh, with further site offices connecting its regional network.
Making a positive difference to the communities in which we operate is our passion and we place social responsibility at the heart of every scheme. We build, we transform, and we connect. Our people are at the core of everything we do. Our culture is one which fuels innovation, transparency, and inclusivity.
