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Providing administrative support across a broad range of business support functions, including office management, reception, travel coordination, procurement administration and general business support activities.
- Acting as a professional first point of contact for colleagues, visitors, contractors and suppliers, delivering a positive and responsive service.
- Coordinating multiple activities simultaneously, ensuring deadlines, service levels and business priorities are met.
- Managing a varied and often changing workload, balancing planned activities with urgent requests and unexpected issues.
- Using sound judgement to prioritise tasks, respond to changing business needs and escalate issues where appropriate.
- Maintaining accurate records, trackers and administrative processes, ensuring attention to detail at all times.
- Supporting the efficient running of the office by maintaining operational standards, coordinating facilities-related activities and ensuring colleagues have the resources and support they need.
- Working collaboratively across Solvd., TUK, Bus and TRR to provide flexible business support and contribute to the achievement of team and organisational objectives.
This role is ideally suited to someone with previous office administration, office coordination or corporate travel experience who enjoys variety, can adapt quickly to changing priorities and thrives in a fast-paced, customer focused environment.
Office & Reception
- First point of contact and answer Solvd. office enquiries, manage incoming mail and deliveries.
- Open & close checklist managed daily Welcome visitors & contractors, ensuring they sign in and comply with onsite procedures.
- Organise ID passes for all colleagues and visitors, managing the access system.
- Allocate staff lockers and ensure desks set-up for new starters Meeting room management Assist with catering of meetings/events.
- Maintain/replenish first aid boxes.
- Monitoring compliance of clear desk policy Purchase & maintain standard office supplies (stationery, hygiene, kitchen) Monitor and ensure office remains tidy and free of hazards
- Ensure Business Support storage is tidy, in good order and secure Manage Solvd. distribution lists and MS Teams channel access
Travel
- Coordinate corporate travel bookings for Solvd., TUK, TRR & Bus
- Record all travel on the travel log
- Supplier payment and reconciliation
- Ensuring all bookings comply with TUK Travel Policy
Bus PCN
Process Bus PCNs including:
- Adherence to SLAs & payment deadlines Mailbox maintenance and responses
- Depot responses and chasing
- All transactions recorded at every stage for tracking
- Escalate issues where appropriate via Business Support & Marketing Manager.
Procurement – Supplier Administration
Coordinate procurement administration including:
- New supplier requests Change requests
- Procurement approvals over £10k Credit, VAT and compliance checks
- Manage Procurement mailbox ensuring actioned within SLAs
Administration
- Manage mailboxes – (office, procurement, Bus PCN and travel Manage Joiner, Mover, Leaver processes (including new starter packs)
- Process staff smartcard allocation
- Credit card reconciliation & coding
- General administration tasks as required for Solvd.
Business Fulfilment
Act as cover for Business Fulfilment Coordinator, processing:
- Mail handling
- Claims –Delay Repay
- Customer Correspondence
- GA Smartcards Archiving
Ad-Hoc
- Support Business Support & Governance projects as required
- Any other duties as required by business needs.
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Intermediate working knowledge of MS Office (particularly Word & Excel)
- Strong communication skills, both written and verbal
- Strong numerical & literacy skills (ideally Nat 5 level or above)
- Ability to shift priorities quickly and respond constructively to urgent or unexpected requests
- Good command of English (verbal and written)
- Proactive and professional approach
- Excellent interpersonal and customer-facing skills
- The flexibility and willingness to learn.
- The ability to work as part of a team but can also manage own workload and time.
- The ability to work accurately, with strong attention to detail.
- Highly organised
- Confidence to act as first point of contact for the SSC with an approachable, friendly disposition.
- Motivated & enthusiastic
- Can-do attitude
- Previous Travel Booking experience.
- Previous Office Administration experience
- Previous Reception Experience
Joining Solvd. means becoming part of a team that values your development and wellbeing. We offer:
- On-the-job training and continuous personal development opportunities.
- Regular performance feedback and 1:1s to help you succeed.
- Support for family events, personal support, and a focus on having fun in the workplace.
- Opportunities for career progression.
- Competitive benefits.
Benefits
- Discretionary ScotRail Season Ticket (home to work)
- Discretionary bonus scheme
- Hybrid working (for most roles, after probation)
- Living Wage and Living Hours Accredited
- 34 days holiday (including public holidays) with option to buy additional
- Generous salary exchange Pension Scheme and Life Assurance Scheme
- Optional Health Cashplan Scheme
- Employee Assistance Programme and Wellbeing Support including mental, physical, financial and social
- Flexible dress code where you can Dress for Your Day!
- Social events including Summer Event and Christmas Party
If you're ready to take on a challenging and rewarding role at the heart of our operations, apply today!
Solvd. are Disability Confident accredited and committed member of Inclusive Employers. We welcome applications from all sections of the community. If you need any support or further information before applying for this role, please get in touch with our People Team via
[email protected].
Successful completion of security and background checks will be required.
Apply now and choose your ticket to join us on the Solvd. journey!
Solvd. provides first class outsourced payroll, financial, customer experience and business processing services. We have high standards for ourselves and ensure value for money for our clients, putting our customers and stakeholders at the heart of our delivery.
Our bespoke packages of reliable and timely services are easy to use, and continuous improvement is embedded in the way we work, making us a provider of choice.
We have extensive experience in providing complex and large-scale services to UK industries.
Solvd. is part of Transport UK Group.
