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Trainee Admin Assistant

Company: Albany Molecular Research    Location: Glasgow
TRAINEE ADMIN ASSISTANT in GLASGOW, UK Albany Molecular Research Inc. provides global contract research and manufacturing services to the pharmaceutical and biotechnology industries. We have a fantastic opportunity available to join our team here in Glasgow in the position of Trainee Admin Assistant. This is a varied role where you will provide first class customer service and reception duties as well as administrative support to all of our departments on site. As you will be the first point of contact for visitors to our site, you will display a confident and professional ‘can-do’ manner at all times for both internal and external customers. You will also become familiar with many of our internal systems and the administration of these. You will be supported in this role to enhance your skills in these areas and to complete an SVQ qualification.

AREAS OF TRAINING & ROLE RESPONSIBILITIES will include:

General administrative assistance and support

  • Provide administration and systems support as required

  • Ensure that all office and kitchen supplies are ordered and stock levels maintained

  • Travel bookings and co-ordination of visits

Customer/Client Service

  • This role will be carried out from the front reception desk and therefore it is vital that a highly professional manner and exceptional customer service is displayed at all times

  • Answering telephone enquiries in a timely manner ensuring that messages are captured accurately and relayed to the intended person.

  • Co-ordinate as requested all aspects of customer visits ensuring hotels, transport and lunches/refreshments are organised in advance and communicated effectively

Systems Administration

  • Training will be provided on relevant systems and duties will then include accurate and timely Contract and Change Order entry into Oracle

  • Timesheet data entry into Oracle

  • Support for CRM entry as required

Meeting Room/Diary Management

  • Meeting room preparation and management including co-ordinating calendar bookings

Mail and delivery management

  • Ensuring outgoing and incoming mail is prepared and distributed correctly and in a timely manner

  • Deliveries to be reported to the recipient immediately on arrival

Purchasing/Ordering requirements

  • Ad hoc PO requisition support for colleagues

  • Raising of general site POs and approval of invoices

Qualifications
  • Minimum of English and Maths standard grade level or equivalent, preferably Office Information Skills standard grade also
  • Holds good computer skills, particularly MS Office Word, Excel and PowerPoint, and ability to manage emails and calendar (MS Outlook)
  • Previous customer service experience would be advantageous
  • Display a positive & flexible "can do" pro-active attitude towards work, as well as being a team player
  • Attention to detail and a focus on quality of work
  • Good interpersonal skills with the ability to communicate both verbally and written at all levels
  • Excellent organisational and co-ordination skills
  • Ability to handle confidential information ensuring confidentiality and data privacy at all times