To provide comprehensive administrative support for the management of the RFCA (Reserve Forces and Cadet Association) contract at Industrial Services. The Administrator will be the primary point of contact for administrative matters related to our RFCA contract, ensuring efficient onboarding, ongoing compliance, smooth operational processes, and accurate record keeping. This role is crucial in maintaining positive relationships within the RFCA and ensuring all services are delivered on time and to a high standard.
Key Responsibilities and Accountabilities:
• RFCA Onboarding and Pre-Qualification:
o Manage the RFCA onboarding process, ensuring all new issues are registered on company systems and databases.
o Collect and verify essential RFCA documentation, including insurance certificates
o Conduct pre-qualification checks on potential works, ensuring compliance with company standards and legal requirements (e.g., right to work checks, financial stability checks – under guidance).
o Maintain accurate and up-to-date RFCA records and files, both electronic and paper-based.
o Issue RFCA induction packs and ensure staff complete necessary inductions and training before commencing work.
• RFCA Compliance Management:
o Monitor and track compliance with company policies, industry regulations, and legal requirements, particularly in areas of Health, Safety, Environment, and Quality (HSEQ).
o Maintain records of training, certifications, permits, and licenses, ensuring they are valid and up-to-date.
o Liaise with RFCA for outstanding compliance documentation and follow up on any non-compliance issues, escalating to the line manager as necessary.
o Assist in RFCA audits and compliance checks, providing administrative support and documentation as required.
• RFCA Communication and Liaison:
o Act as the primary point of contact for administrative enquiries from external clients.
o Respond to RFCA queries in a timely and professional manner, escalating complex issues to the appropriate internal teams.
o Maintain positive and professional working relationships with RFCA clients.
o Distribute relevant information to colleagues, such as company policy updates, site-specific instructions, and safety alerts.
o Facilitate communication between RFCA and internal departments as needed (e.g., Operations, Procurement, Finance).
• RFCA Timesheet and Invoice Administration:
o Process RFCA timesheets, ensuring accuracy, completeness, and adherence to agreed rates and terms.
o Verify RFCA invoices against timesheets and contractual agreements, resolving any discrepancies.
o Prepare RFCA invoices for payment processing, ensuring correct coding and approvals are obtained.
o Track RFCA payments and maintain accurate financial records related to RFCA expenditure.
o Respond to RFCA invoice queries and liaise with internal finance teams as needed.
• Contract Administration Support (Basic):
o Assist in the preparation and administration of RFCA agreements and contracts, under the guidance of the Contracts Manager or relevant team.
o Track contract renewals and expiry dates, flagging upcoming renewals to the line manager.
o Maintain contract filing systems and ensure contracts are readily accessible.
o Assist in gathering information for contract reviews and performance evaluations.
• Reporting and Data Management:
o Generate reports on RFCA activity, compliance status, expenditure, and other relevant metrics as required.
o Maintain accurate data within RFCA management systems and databases.
o Identify and highlight any trends or issues arising from RFCA data.
• General Administrative Duties:
o Prepare correspondence, reports, presentations, and other documentation related to RFCA management.
o Organise meetings with RFCA clients and internal teams, preparing agendas and taking minutes as required.
o Manage filing systems (electronic and paper-based) for RFCA-related documentation.
o Provide general administrative support to the RFCA Management function or relevant department.
Qualifications, Experience and Skills:
Essential:
• Proven experience in an administrative role, with a strong focus on document management and record keeping.
• Experience of dealing with external suppliers, or clients in a business environment.
• Excellent organisational skills and meticulous attention to detail, particularly with documentation and compliance requirements.
• Strong communication and interpersonal skills, with the ability to build rapport and communicate effectively with external internal stakeholders.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and database management.
• Ability to work independently and proactively, as well as within a team.
• Understanding of the importance of compliance and data protection.
• Right to work in the UK.
Desirable:
• Experience in a similar Administrator role within the Industrial Services, Construction, Engineering, or a related sector.
• Familiarity with highly sensitive management processes and best practices.
• Understanding of relevant legislation and regulations impacting RFCA management (e.g., right to work, GDPR, HSEQ regulations).
• Experience using accounting and invoicing management software or systems.
• Basic understanding of contract administration principles.
• Relevant qualifications in administration or business administration.