Office Administrator

Job Description:

The Office Administrator is responsible for the execution of administrative support to ensure efficient operation in the US office. This role will support the SSN Sustainment team through assisting in daily office needs, managing clerical tasks, and supporting staff and management with organisational and communication tasks. The position will support managing schedules for the SSN Sustainment team, internal and external stakeholder and customer visits and meetings, including US and UK AUKUS partners, and arranging departmental travel. The Office Administrator will be required to liaise with internal and external stakeholders including senior management and customer representatives, and requires a collaborative individual who enjoys challenging work in a fast-paced environment.

The Office Administrator works in a fast-paced environment requiring adaptability and strong organizational skills. The role involves handling multiple tasks, maintaining accurate records, and providing timely support to staff and management. The Office Administrator reports to the Office Manager and is required to deliver a high level of administrative support in a professional and timely manner to the SSN Sustainment team. The Office Administrator manages all visits to the US office and is the central point of contact in the US Office for SSN Sustainment staff adhoc support.

Required Skills and Experiences:

• Previous experience in administrative or clerical roles
• Strong organizational and multitasking abilities while maintaining attention to detail
• Proficiency in Microsoft Office Suite
• Excellent verbal and written communication skills
• Commitment to achieving high quality outcomes while delivering against tight timelines
• Support productive relationships while working collaboratively internally and externally

MAJOR AREAS OF ACCOUNTABILITY

% WEIGHTING

WHAT NEEDS TO BE DELIVERED

WHAT DOES SUCCESS LOOK LIKE AND HOW SUCCESS IS MEASURED

Administrative Support

40%

Provide administration support to the SSN Sustainment team.

Provide assistance to the training support team with the collation and coordination of leave forms and timesheet preparation fortnightly.

Where required, effectively and efficiently manage multiple calendars, schedules, and inboxes for the SSN Sustainment team.

Management of VIP visits including coordination of security approvals, catering, PPE, and ensuring attendance of relevant ASC management or Executives.

Arrangement of travel and accommodation for SSN Sustainment team.

Provide general administrative support to the US office and visiting staff, the Customer, Enterprise partners and other key stakeholders

Support reconciliation of credit cards.

Posting of invoices.

Raising purchasing requisitions.

All administration and reporting activities and tasks are executed in a professional, timely, confidential, and reliable manner

Manage calendars to prevent overlap and unnecessary attendance

Handle all enquiries confidently, promptly, and effectively

Tasks completed accurately and on time; positive feedback from staff

Accurate and timely reconciliations

Provide accurate and efficient support during peak periods

Provide the SSN Sustainment and WA team support, whether administrative or otherwise

Foster and maintain strong working relationships with key stakeholders

Document and Record Management

30%

Record, collate and distribute meeting actions as required

Document preparations and reviews for various teams

Ensure documents are created, stored, organized, and shared effectively

Accurate and organized records maintained; compliance with policies

Effective and timely preparation of all appropriate documents (memo's, communications, reports, and papers)

Digital and physical records being confidentially handled at all times

Communication and Coordination

20%

Organizing meeting rooms and ensuring necessary equipment is available

Preparing agendas and taking minutes during meetings

Sending calendar invites to meeting attendees

Respond to emails and address enquiries

Handle office correspondence including incoming and outgoing mail

Effective scheduling to ensure productivity

Effective communication between departments; timely responses

Keep communication lines transparent and open

Liaise with the SSN Sustainment team on any issues

General Office Duties

10%

Tracking office supply inventory levels

Ordering office supplies

Ensuring the office is well-equipped for daily activities

Office environment maintained; supplies managed efficiently.

Degree Requirements:

• Certificate or Diploma in Business Administration or related field
• Must be a U.S. citizen with a Secret Clearance