Role Overview
The Senior Records Administrator provides high-quality administrative and records support across LNT Construction, helping to ensure company information and documentation is accurate, complete, organised and readily available.
As a senior member of the Records Administration team, the role has additional responsibility for accommodation data and loss analysis, Client Operation & Maintenance (O&M) Manuals, and supporting improvements to administrative processes and systems.
An initial key project will be supporting the Administration Manager with the implementation of a new Document Management System (DMS).
The role will also provide guidance and support to the wider Records Administration team, helping to maintain an efficient, consistent and reliable service across the business.
Key Responsibilities
Accommodation Data & Analysis
- Collect, analyse and present data relating to employee accommodation losses.
- Investigate losses and collate relevant supporting information.
- Identify trends, recurring issues and areas of concern.
- Work with colleagues and departments to resolve missing information or discrepancies.
- Prepare clear and accurate information for management review.
- Maintain appropriate records and a clear audit trail.
Document Management System (DMS)
An initial key project will be to support the Administration Manager with the implementation of a new DMS, including:
- Assisting with the preparation and delivery of the project.
- Reviewing and reformatting existing company documentation.
- Organising and preparing documents for migration to the new system.
- Providing administrative support throughout implementation and transition.
O&M Manuals & Documentation
- Request, chase and compile information and documentation required for Client O&M Manuals.
- Liaise with internal teams, subcontractors and suppliers to obtain outstanding information.
- Review documentation for completeness and accuracy.
- Maintain clear records of information received and outstanding.
- Support the completion and issue of O&M Manuals within required timescales.
Process Improvement
- Support the Administration Manager with improving administrative processes and procedures.
- Identify opportunities to improve efficiency, accuracy and consistency.
- Help introduce and implement new processes and systems.
- Assist with maintaining procedures and guidance for the Records Administration team.
Records Administration & Team Support
As a senior member of the team, provide support and cover across core Records Administration activities when required, including:
- Arranging and managing employee accommodation.
- Filing, organising and archiving documentation.
- Maintaining accurate and accessible company records.
- Responding to information and documentation requests.
- Taking and distributing meeting minutes.
- Dealing with day-to-day email and telephone enquiries.
Agency Process
- Provide support and cover for the company’s agency administration process.
- Maintain accurate agency-related records and documentation when required.
- Assist with agency enquiries and administrative requirements.
Senior Responsibilities
- Act as a knowledgeable and reliable point of contact within the Records Administration team.
- Support Records Administrators with queries and more complex administrative matters.
- Promote high standards of accuracy, organisation and consistency.
- Take ownership of allocated tasks and ensure they are completed within required timescales.
- Provide cover across the team during periods of absence or increased workload.
- Build effective working relationships with colleagues and relevant external parties.
- Maintain confidentiality and handle sensitive company information appropriately.
Skills & Experience
We are looking for someone who can demonstrate:
- Strong administrative and organisational skills, ideally gained within a busy environment.
- Excellent attention to detail and accuracy.
- Strong analytical skills and the ability to present information clearly.
- Good working knowledge of Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
- Strong document formatting and presentation skills.
- The ability to manage multiple priorities and meet deadlines.
- Confidence in following up outstanding information and seeing tasks through to completion.
- Strong written and verbal communication skills.
- The ability to take clear and accurate meeting minutes.
- A proactive approach to problem solving and process improvement.
- The ability to work independently while supporting the wider team.
- A professional and confident approach when dealing with internal and external stakeholders.
Previous experience in document management, document control, construction administration or O&M Manuals would be beneficial.
Personal Attributes
The successful candidate will be:
- Highly organised and methodical.
- Accurate and detail-focused.
- Proactive and able to use initiative.
- Dependable, with a strong sense of ownership.
- Confident following up incomplete or overdue information.
- Approachable and supportive of colleagues.
- Flexible and able to adapt to changing priorities.
- Committed to maintaining high standards of administration and record keeping.
Benefits:
- 23 days holiday + bank holidays
- Annual pay review
- Free on-site gym
- Free breakfast
- On site café / bar
- Social events
- Company pension scheme
- Career development opportunities
- Opportunity to purchase additional annual leave
- Discretionary Bonus Scheme payable twice annually
