Job Description:

Administration Assistant

Location: Glasgow, hybrid working with three days per week in the office
Contract Type: PAYE contract
Pay Rate: £18.00 to £19.00 per hour PAYE
Working Hours: Full-time, Monday to Friday, 40 hours per week
Start Date: ASAP
Contract Duration: 6 Months
Pre-Employment Checks: BPSS checks required
Interview Process: Microsoft Teams interview, with availability discussed following submission

About the Role

We are looking for an enthusiastic, organised and proactive Administration Assistant to join a busy project team supporting the Dogger Bank Project.

This is an excellent opportunity for someone who enjoys working in a fast-paced environment and takes pride in providing an efficient, accurate and professional administrative service.

The successful candidate will play an important role in supporting the wider project team and ensuring that day-to-day administrative activities run smoothly. The position will involve coordinating meetings, preparing project documentation, managing schedules, maintaining records and providing general administrative support.

You will need to be comfortable managing several priorities at once, communicating with a range of stakeholders and taking ownership of your workload to ensure tasks are completed accurately and on time.

Key Responsibilities

• Provide day-to-day administrative support to the project team.
• Coordinate and arrange project-related meetings, including scheduling attendees and ensuring all necessary arrangements are in place.
• Prepare meeting agendas and supporting documentation.
• Attend meetings when required and produce accurate minutes, action points and follow-up notes.
• Monitor meeting actions and support the team in ensuring agreed activities are completed.
• Assist with planning, scheduling and coordinating project activities to help the team meet key deadlines.
• Prepare, format, review and maintain project documentation, reports, presentations and records.
• Support the processing of purchase orders and assist with invoicing activities using the relevant systems and software.
• Maintain accurate electronic filing systems and ensure project information is organised, accessible and kept up to date.
• Manage diaries, schedules and meeting arrangements where required.
• Provide general administrative assistance to project team members.
• Communicate professionally and effectively with internal teams, external stakeholders, suppliers and other project contacts.
• Respond to administrative queries and ensure requests are directed to the appropriate team members.
• Manage and prioritise your own workload, ensuring tasks are completed accurately and within agreed timescales.
• Adapt to changing priorities and provide additional administrative support as project requirements develop.
• Handle project information professionally and in accordance with internal procedures.

Essential Skills and Experience

• Previous experience working in an administrative, project support or office-based position.
• Strong knowledge of Microsoft Office applications, particularly Excel, Word and Outlook.
• Previous knowledge or experience of processing purchase orders.
• Experience using administrative systems, invoicing platforms or similar business software.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and a high level of accuracy.
• Ability to prepare clear meeting minutes, action points and professional documentation.
• Ability to manage and prioritise multiple tasks effectively.
• Confidence working within a busy, fast-moving project environment.
• Good interpersonal skills and a professional approach to internal and external customer service.
• Ability to communicate confidently with stakeholders at different levels.
• Ability to work independently and take ownership of assigned responsibilities.
• Ability to contribute positively and collaboratively as part of a wider team.
• Flexible and proactive approach, with the ability to respond to changing priorities.
• Willingness and ability to learn new IT systems, processes and software.

Desirable Experience

• Previous experience supporting a project or programme team.
• Experience working within an engineering, energy, infrastructure, construction or similarly regulated project environment.
• Experience maintaining project records, trackers and document control systems.
• Understanding of purchasing, invoicing and general finance administration processes.
• Experience coordinating meetings involving multiple internal and external stakeholders.

Please Note:

This vacancy is being advertised by Rullion Ltd acting as an employment business.

Since 1978, Rullion has been securing exceptional candidates for a range of clients; from large well-known brands to SMEs and start-ups. As a family-owned business, Rullion's approach is credible and honest, focused on building long-lasting relationships with both clients and candidates.

We celebrate and support diversity and are committed to ensuring equal opportunities for both employees and applicants.INDCF-JM

Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants.