Job Title: Business Administrator 

Location: Onsite Port Glasgow

Reports to: Head of Operations Support and Executive Office 

Salary: Competitive 

Job Purpose:

We are seeking a detail-oriented and proactive Business Administrator to join our team.

This role is essential in ensuring the smooth operation of our office and supporting various administrative functions.

The ideal candidate will possess strong organisational skills, excellent computer proficiency, and a commitment to providing exceptional service.

If you thrive in a fast-paced environment and have a passion for administration, we would love to hear from you.

Key Responsibilities

• Manage timesheet bookings using the FMPG Time Management System (UAIR).
• Provide administrative support for holiday submissions, clocking issues, and pass-out forms.
• Develop and maintain documents and spreadsheets for daily tracking, time and attendance.
• Liaise with the procurement department to raise requisitions, process receipts, and manage invoices.
• Accurately take minutes across various business areas, including handling confidential communications with the Scottish Government.
• Maintain and update organisational charts for the operations team.
• Collaborate with the Project Manager to gather data, produce reports, and create presentations.
• Demonstrate strong organisational skills with the ability to manage and prioritise multiple tasks.
• Provide professional reception cover when required.
• Coordinate diary management and room bookings.
• Support with Document Control - Securely Logging Documents, ensuring all incoming and outgoing documents are recorded in a controlled system (e.g., a document management system or spreadsheet), Applying version control to track updates and changes.

Issuing Transmittals

1. Creating formal records (transmittals) when sending documents to internal or external stakeholders.
2. These transmittals typically include metadata like document number, revision, date, and recipient.

 Registering All Information

1. Maintaining a central register or log of all documents, including their status (e.g., draft, approved), location, and responsible person.
2. Ensuring traceability and audit readiness.

Person Specification

• Excellent communication skills, with the ability to present information clearly and professionally in both written and electronic formats.
• Confident and persuasive verbal communication.
• Self-motivated with the ability to work independently and take initiative.
• Strong time management skills with the ability to meet deadlines.
• Proven ability to multi-task, organise, and plan effectively in a fast-paced environment.