Administration Officer - 12 Month Contract

6th Sep 2024

The role of Administration Officer is demanding and diverse within a very busy department whose objective is to offer a fully comprehensive service to its many prestigious clients. The ability to build strong relationships with clients & cadets to develop confidence and trust, to maintain a long-term working relationship is imperative. Strong administrative support is seen as essential in achieving Company Objectives ensuring CMT exceed customer requirements.

Key Responsibilities

  • Provide administrative support for department
  • Assist in organisation of company presentations / meetings / careers events etc.
  • Build good relationships with clients with the use of effective communication and excellent customer service
  • Gain and develop good general knowledge of client companies and their contract requirements.
  • Respond effectively and efficiently to all client / cadet queries
  • Help devise, develop, and implement & maintain good administrative practices by:
    • Updating and maintaining trainee database / personnel files
    • Coordinate cadet availability around exams / courses for attendance of various medical / visa appointments
    • Process applicants’ documentation ensuring all documentation is received prior to commencement of course
    • Process documentation ensuring cadets / clients have required documentation prior to cadets going to sea
    • Process Visa applications / arrange embassy appointments
    • Book domestic / international travel and accommodation
    • Process Visa applications / arrange embassy appointments
    • Determine medical / vaccination requirements as per company requirement and facilitate appointments
    • Communicate with candidates through recruitment process from application to acceptance stage
    • Liaise with Agents / Captains / Vessels to find available berths for cadets / repatriation arrangements
    • Apply for flagged state documentation
  • Adhere to and comply to ISO 09001 standard
  • Always maintain confidentiality of the Company and adhere to the principals of the Data Protection Act 1998; information should never be disclosed to third parties without expresses permission
  • Ensure the appropriate standards of Health and Safety are adhered to in line with the Northern Marine’s Health and Safety Policy also inclusive of current and future legislation.

 

Candidate Requirements

Essential

 

  • Sound education at Standard Grade level or equivalent
  • Comply with GDPR regulations and ability to always maintain confidentiality
  • Ability to communicate clearly
  • Comply with ISO standards
  • Professional & pleasant telephone manner
  • Good team attitude
  • Attention to detail with methodical approach to work
  • Work effectively under pressure
  • Reliable, flexible and adaptable

 

Desirable

  • HNC/HND in business administration or related subjects
  • Previous experience of working in a busy office atmosphere
  • Previous experience in devising and implementing administrative procedures

Closing date: 20th Sep 2024

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