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Administration Assistant

Adminstration assistant


Are you in?

A truly global company, INEOS is one of the world’s largest chemical companies.

Having committed to significant investment over the next few years, we now require an Administration Assistant with relevant experience to play a key role in the delivery and support of this growth in our business.

Job Purpose

Provide administration and specific support activities required by the O&P Asset Operations Organisation.

Principle Accountabilities

  • Provide administrative support service to Polymers Asset, working directly with all levels of the organisation.
  • Maintain Operations documentation in compliance with Site and legislative requirements e.g. Operating Instructions, COSHH Assessments, GMP database. This includes internal auditing of compliance and action plans to rectify any identified deficiencies.
  • Manage Level 1 Assurance process/information across the Polymers asset in compliance with Site and legislative requirements.
  • Maintain, track and administer all regulator correspondence for Operations accountabilities i.e. Health and Safety Executive, SEPA.
  • Co-ordinate and manage SHE activities to ensure compliance across Polymers function – Audiometry testing programme, Display Screen Equipment Risk Assessments, PPE compliance checks, GMP Management Process, Tr@ction action management, LCOE tracking system.
  • Input and interrogation of Tr@ction data, including creation of Business Objects reports to produce reports/information from given criteria.
  • Process wide range of Maximo and e-Purchasing orders, including high value contracts.  Authorise spend to agreed limit on Operations budgets. Authorised to approve on behalf of Asset Manager.
  • Analyse and interrogate Amex card spend against Operations budget to validate invoices/actual spend.
  • Execution of office management/logistic activities associated with day to day running of Operations office, including co-ordination of building upkeep activities/maintenance requirements and tracking associated spend.
  • Within relevant field, identify, co-ordinate and execute projects that are advantageous to Operations organisation.  Liaise with others as required to ensure delivery of required improvements.
  • IT Authorised Requestor for Operations organisation.
  • Execute associated HR administration activities within Operations organisation e.g. recording of holidays/sickness absence using Source and WTS.  Ensure all variances to normal working hours as a result of planned TARs/plant outages etc are recorded in WTS and run reports to ensure compliance with Working Time Directive.
  • Co-ordinate arrangements for internal/external meetings and visitors to Site, including travel arrangements, appropriate safety compliance, facilities, resources, and catering etc to meet requirements and cost constraints.
  • Act as a source of information on a range of administrative issues, providing relevant information and support to others as required.  Establish, maintain and identify potential improvements to working practices and procedures to enhance efficiency, cost effectiveness and productivity.

Job Requirements

  • Fire warden for the building.

Qualifications, knowledge and Skills

  • HND or equivalent in Business Administration
  • Expert in IT Office software applications e.g. Word, PowerPoint, Excel, Visio.
  • Strong planning, organisational and task management skills allowing consistent delivery in tight timelines.
  • Ability to create correspondence e.g. presentations, spreadsheets from raw data to produce documents to the required Company standard, including use with 3rd parties, regulators and Board members.
  • Attention to detail and confidentiality is critical with respect to working with external parties/regulators and business/personnel sensitive information.
  • Self starter, ability to work autonomously – capability to work with minimal supervision and to intelligently assess and anticipate the demands/requirements of the whole Polymers Operations organisation.
  • Driven to seek out and implement opportunities to standardise and consolidate procedures, systems and best practices across Operations organisation.
  • Outgoing and confident disposition with excellent team working and networking skills with peers and all levels throughout the organisation.
  • Proven ability to persuade and influence others at all levels of the organisation.
  • Strong problem solving skills and natural aptitude for troubleshooting.

How to Apply

Interested candidates should submit their CV

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