Annan House
Staff
Company Overview
EnQuest is an independent oil and gas development and production company, focused on turning opportunities into value by targeting maturing assets and undeveloped oil fields. We are one of the largest UK independent oil producers in the UK North Sea, and have also established a presence in oil basins outside the UK North Sea, as part of our long term growth strategy.
Fundamental to EnQuest’s success to date is our greatest asset – our people. Their talent, expertise, knowledge, experience, and commitment have delivered remarkable results and we continue to look for the same attributes in prospective new employees as we pursue plans for further development in the UKCS and internationally.
At EnQuest, we support a diverse and inclusive workplace and continually develop our culture. We are respectful and open with others, valuing the diversity of all our people and listening to the views they bring. Our focus on diversity and inclusion makes our performance stronger and makes us a better business.
The successful candidate for this post will become part of a progressive, innovative and ambitious business that holds a distinct set of values, based on respect for the individual. As well as having the opportunity to pursue their goals and achieve their ambitions, they will also be encouraged to contribute fresh ideas and take on new challenges that test their abilities and elevate their performance to new levels.
THE ROLE
This role will be based at the Sullom Voe Terminal in Shetland.
The Terminal Administrative Coordinator will provide support to the Terminal Manager and Operations & Maintenance Team, providing a high standard of administrative support to the Terminal, liaising with senior members of the North Sea business community. The role will also involve engagement with local charities and stakeholders and overseeing local public relations.
This is a challenging and diverse role requiring someone who performs confidential and complex administrative/secretarial tasks and executes these to the highest possible standard. Attention to detail and the ability to react to ever changing priorities are paramount.
Principal Accountabilities
1. Extensive, detailed diary management and organising travel and event itineraries.
2. Organise internal and external events including Quarterly staff town halls, staff functions, external visits, formal dinners etc.
3. Ensure all relevant papers available for meetings, create documents / presentations as required.
4. Liaising with North Sea ALT members and colleagues.
5. Prepare the annual internal and external communications plan for SVT, including sponsorships/charitable support.
6. Produce external and internal stakeholder engagement plans as required.
7. Budget holder for the External affairs and Public Relations budget – manage the spend and monthly forecasting.
8. Hold the P card for site and ensure expenditure is balanced monthly.
9. First point of contact for day-to-day calls and management of media calls, liaising with EnQuest in London to provide approved statements and releases.
10. Promote balanced media coverage of EnQuest activities and community supported/sponsored events in Shetland.
11. Support the Terminal Manager in enhancing EnQuest’s reputation with key stakeholders as a neighbour and employer in Shetland.
12. Act as Secretary to the Owners Terminal Management Committee in liaison with the SVT Business Manager in Aberdeen.
Key Duties
1. General support – screen calls for Terminal Manager.
2. Scheduling the annual calendar of Business Rhythm meetings (taking minutes or actions as required at those chaired by the Terminal Manager).
3. Provide information (quotes etc) to allow raising of appropriate purchase orders.
4. Maintain content on the company intranet site for SVT.
5. Update internal social media with events and news relevant to the terminal.
6. Production of the Weekly site communications pack.
7. Arrange the monthly ELT meeting and preparation of slides and dissemination of information.
8. Arrange payments of BACS payments and cheque requests required for the site and in particular for all Community and sponsorships supported by site.
9. Production of relevant week and monthly reports for SVT leadership team.
10. Tracking of Leadership team actions and support to the team in getting them completed.
11. Produce data for the weekly leadership team meeting.
12. Ensure Terminal Manager is aware of Synergi actions and extension request approvals assigned to the position.
13. Produce presentation material for the Owners quarterly TMC meeting and take minutes and upkeep of action tracker.
14. Maintain minutes / meeting notes as requested by the Terminal Manager.
15. Ensure all Synergi actions are complete within agreed date.
16. Support Operations & Maintenance Superintendents with admin duties including minute taking during critical meetings.
PERSON SPECIFICATION
Interpersonal
1. Ability to work with individuals from a varied background in a multi-cultural environment.
2. Ability to communicate and interact at all levels in the organization.
3. Team player with flexible hands-on attitude and willingness to help out with wider office needs.
4. Presents themselves in a professional and ethical manner appropriate to the EnQuest values.
5. Maintains a safe working environment, complying with and promoting the Company’s HSE&A policy.
6. Works collaboratively within a team environment and takes initiative to get things done.
7. Ability to communicate in a respectful manner, both verbally and written.
Skills & Attributes
1. Excellent written and verbal communication skills.
2. Excellent attention to detail and accuracy.
3. Efficient and organised approach to work.
4. Ability to work under pressure and achieve tight deadlines.
5. Able to make effective decisions quickly. Identifies problems and stakeholders and drives resolution in a timely fashion.
6. Identifies bottlenecks and works with the business to remove them. Demonstrates leadership in business improvements. Initiates change, assessing risks and rewards.
7. Strives for continuous improvement; brings solutions and constantly seeks new and better ways to work.
8. Actively shares Company vision and demonstrates ability to adapt to change.
Experience
1. Previous experience in a similar role would be beneficial.
2. Highly competent on Microsoft Office Packages, particularly Outlook, Excel, Word and Power point.
3. Attended appropriate ‘how to handle the media’ courses.
4. A motivated self-starter, proactive, flexible and able to respond positively to challenge and ad-hoc requests.
5. Ability to work on own initiative with minimum supervision.
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