13 Administrators jobs in Newport

Administrative Support Assistant - Portsmouth Dockyard 

PSI Global are seeking an organised and reliable Administrative Support Assistant to join our clients team on a fixed-term basis to cover maternity leave. This is an excellent opportunity for an individual with strong administrative skills and attention to detail to support our busy and dynamic department.

The successful candidate will play a key role in maintaining the smooth operation of our office processes, with a focus on data management, purchase order processing, and ensuring tasks are completed efficiently and on time.

Job Title: Administrative Support – Maternity Cover Starting November for a period of 9 months (security clearance pending)
Location: Portsmouth Naval Base
Contract Type: Fixed-Term (Approx. TBC)
Working Hours: Full-time: Monday – Thursday 7:30am – 4:00pm & Friday 7:30 – 1:00pm
Salary: £13ph
 

Key Responsibilities

The responsibilities of this role will include:

• Basic Administrative Support: Provide day-to-day administrative assistance to the team, ensuring all office operations run smoothly.
• Data Entry: Accurately input data into our work control system and maintain up-to-date records, including job cards and trackers.
• Work Control System Management: Input and manage data within our work control system to support efficient tracking and reporting of projects.
• Purchase Orders (PO): Create, process, and track purchase orders in a timely and accurate manner.
• Adherence to Deadlines: Effectively manage tasks under pressure, ensuring all work is completed within specified timeframes.

Requirements

We are looking for someone who can demonstrate:

• Experience: Previous experience in an administrative role, preferably within an industrial, operational, or similar environment.
• Skills: Proficient in data entry, invoicing, timekeeping, and use of work control systems.
• Attention to Detail: Strong accuracy and attention to detail in all aspects of work.
• Microsoft Office: Confident in using Excel and Word.
• Time Management: Ability to prioritise and manage multiple tasks effectively.
• Communication: Excellent verbal and written communication skills.
• Team Player: Able to work independently and collaboratively within a supportive team.

The successful candidate will be required to complete a BPSS security clearance. A full 3 years of employment history will be required and any gaps in employment will need to be disclosed.

• Provide high-level administrative support to project managers and project teams, including scheduling meetings, managing calendars, and coordinating logistics.
• Prepare and distribute project documentation, such as agendas, meeting minutes, status reports, and project plans.
• Maintain project management systems and databases, ensuring accurate and up-to-date information on project progress, risks, and issues.
• Assist with budget tracking and expense management for assigned projects.
• Communicate effectively with internal team members, clients, and external stakeholders to ensure alignment and timely information flow.
• Coordinate travel arrangements and accommodation for project teams as required.
• Organize and manage project-related documentation, ensuring easy accessibility and proper filing.
• Support the onboarding of new project team members.
• Identify and escalate potential project risks and issues to project managers in a timely manner.
• Contribute to the development and implementation of administrative processes and best practices for project support.

• Proven experience as an Administrative Officer, Project Administrator, or similar role, with a strong focus on project support.
• Excellent organizational and time management skills, with the ability to manage multiple tasks and priorities effectively.
• Proficiency in using project management software (e.g., Asana, Trello, Microsoft Project) and standard office productivity suites (e.g., Microsoft Office 365, Google Workspace).
• Strong written and verbal communication skills, with the ability to communicate professionally with stakeholders at all levels.
• Detail-oriented with a high degree of accuracy in documentation and data management.
• Ability to work independently and proactively in a remote environment, demonstrating initiative and problem-solving skills.
• Familiarity with common project management methodologies is a plus.
• A minimum of 3-5 years of relevant administrative experience.
• Discretion and confidentiality in handling sensitive information.

• Manage and maintain executive and board member calendars, scheduling meetings and appointments with precision.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare agendas, take minutes, and track action items for board and executive meetings.
• Draft, proofread, and edit correspondence, reports, and presentations.
• Act as the primary point of contact for internal and external stakeholders, screening calls and managing inquiries.
• Organize and manage electronic and physical filing systems, ensuring confidentiality.
• Assist with budget tracking and expense report preparation.
• Provide general administrative support, including managing office supplies and equipment.
• Support the planning and execution of company events and conferences.
• Undertake special projects as assigned by the executive team.

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role, preferably supporting senior management.
• Excellent organizational and time-management skills, with a high degree of accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Strong written and verbal communication skills.
• Discretion and ability to handle confidential information.
• Ability to multitask, prioritize, and work independently under pressure.
• Experience with board meeting logistics and governance is a plus.
• Professional demeanor and excellent interpersonal skills.

• Manage and maintain complex executive calendars, scheduling appointments and meetings.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare agendas, compile supporting documents, and take minutes for meetings.
• Screen and prioritize incoming communications, including emails and phone calls.
• Draft, proofread, and format correspondence, reports, and presentations.
• Manage expense reports and process invoices in a timely manner.
• Act as a liaison between executives and internal/external stakeholders.
• Maintain confidential files and records with utmost discretion.
• Provide general administrative support, including photocopying, filing, and data entry.
• Assist with ad-hoc projects and tasks as assigned by executives.

• Proven experience as a Senior Administrative Assistant or Executive Assistant.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, discretion, and confidentiality.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong problem-solving skills and a proactive attitude.
• Experience in gatekeeping and managing complex schedules.
• Ability to work independently and as part of a team.

• Manage and coordinate administrative operations remotely.
• Develop and implement efficient administrative processes and procedures.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Handle internal and external correspondence and communications.
• Oversee document management, filing, and record-keeping systems.
• Support various departments with administrative tasks as needed.
• Manage office supplies and vendor relationships remotely.
• Assist with project coordination and tracking.
• Ensure smooth communication flow across the organization.
• Maintain confidentiality and handle sensitive information appropriately.

• Proven experience in an administrative or office management role.
• Exceptional organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and G Suite.
• Experience with virtual collaboration tools (e.g., Zoom, Slack, Teams).
• Strong communication and interpersonal skills.
• Ability to work independently and manage priorities effectively.
• Experience with document management systems and record-keeping.
• Proactive approach and problem-solving abilities.
• High school diploma or equivalent; further qualifications are a plus.

• Manage and coordinate complex calendars for senior executives, including scheduling meetings, appointments, and travel arrangements.
• Prepare agendas, minutes, and supporting documents for Board of Directors meetings and executive team discussions.
• Act as a primary point of contact for internal and external stakeholders, screening calls and correspondence.
• Handle confidential information with discretion and professionalism.
• Organise and manage travel logistics, including flights, accommodation, and itineraries.
• Prepare reports, presentations, and other documentation as required.
• Coordinate office operations and ensure efficient administrative workflows.
• Assist with event planning and logistics for executive functions.
• Proactively identify and address potential administrative challenges.
• Maintain and organise electronic and physical filing systems.

• Proven experience (5+ years) as an Executive Assistant, Administrative Assistant, or in a similar role, supporting C-level executives and/or a Board of Directors.
• Exceptional organisational and time-management skills, with the ability to prioritise effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism in handling confidential matters.
• Experience in coordinating complex travel arrangements and managing international itineraries.
• Ability to work independently and proactively, anticipating needs and taking initiative.
• Experience in hybrid work environments and ability to adapt to changing work arrangements.
• Strong problem-solving skills and a meticulous attention to detail.

• Manage and coordinate complex executive and board meeting schedules.
• Prepare meeting agendas, take accurate minutes, and track action items.
• Arrange detailed domestic and international travel itineraries.
• Process expense reports and manage vendor payments.
• Draft, edit, and proofread professional correspondence and documents.
• Serve as a liaison between executives, board members, and internal/external stakeholders.
• Manage confidential information with the highest level of discretion.
• Conduct research and prepare reports as needed.
• Prioritize tasks and manage multiple projects effectively in a remote setting.
• Maintain organized electronic and physical filing systems.

• Proven experience as an Executive Assistant or Administrative Assistant supporting C-suite executives and/or boards.
• Strong understanding of corporate governance and board meeting procedures.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Ability to handle sensitive and confidential information with discretion.
• Proactive problem-solving skills and the ability to work independently.
• Experience in managing complex international travel arrangements.
• A professional and polished demeanor.

• Proven experience as an Administrative Officer or Executive Assistant.
• Minimum of 5 years of relevant experience.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with virtual meeting platforms and collaboration tools.
• Excellent written and verbal communication skills.
• Ability to manage confidential information with discretion.
• Proactive problem-solving abilities.
• Experience coordinating complex travel arrangements and schedules.
• Ability to work effectively in a hybrid environment.