Business Support Administrator

at  CAE

ABOUT US

We are looking for someone to join our Administration team and play a crucial role in the seamless operation of the Medium Support Helicopter Aircrew Training Facility (MSHATF) at RAF Benson where we train RAF Pilots to fly in our state of the flight simulators. As part of a close-knit group, you’ll ensure the smooth day-to-day management of our administrative functions while providing top-notch support to customers, employees, and visitors.
Your responsibilities will include mastering calendar management to keep everything on track, coordinating meetings and handling all logistics to make sure everyone is in the right place, processing travel expenses efficiently, managing site communications to keep everyone informed, raising purchase orders to support our operations and collaborating with others to oversee site visitors and maintain security.
If you thrive in a busy environment and love making a difference, this role is perfect for you!
Please note that this role requires you to be in the office 5 days per week.

KEY RESPONSIBILITIES

• Provide administrative support to the Management Team based at the MSHATF.
• Process expenses for Management Team, and advise other employees, using the Concur expenses system
• Office Management tasks: source and purchase printed stationery, uniforms, cleaning supplies and any other consumables.
• Support employee and visitor travel booking requests including transportation, hotels and car hire. Act as point of contact for negotiating corporate rates with local hotels and transportation. Emergency point of contact for MSHATF travelers.
• Daily opening, date-stamping and distributing mail received.
• Point of contact for the RAF Station Security Team regarding access for visitors and employees to the station. Inform the RAF of all CAE personnel security clearances to allow unescorted access to the Station.
• Plan and execute logistics for meetings: including booking meeting rooms; arranging catering; meeting agendas; production and distribution of meeting materials; coordinating local transportation; on-site logistics and recording of meeting minutes (ATS Board, UK Management and H&S meetings), as required.
• Ensure TSSDSs are updated, scanned and filed.
• Collate monthly H&S data
• Collate monthly printer usage and send to suppliers for billing.
• Keeping stock of 3rd Party refreshments for staff
• Monitor the standard of cleanliness and report any anomalies to the FM provider.
• Act as a communication champion including updating notice boards and instructor’s biographies; assisting with various communication pieces published by the Management team including CAE TV, blog posts, Talking CAE, All Employee Briefings, newsletters, PowerPoint presentations and reports.
• Support employee engagement activities and other company initiatives such as organising company social and charity events.
• Reproduction of documents and manuals copying/scanning for office personnel and instructors.
• Raise Purchase Orders for goods / vendors.
• Run Monthly Invoices
• Raise invoices for project milestones as requested by the Project Manager.
• Provide daily front of house Reception cover duties as required to cover for the front of house team when they are on breaks

This varied role is perfect for someone with a background in secretarial, administrative, or customer service positions who meets the following qualifications:

• Strong knowledge of Microsoft applications including Outlook, Word, PowerPoint, and Excel.
• Excellent communication skills to effectively engage with senior management, customers, and colleagues, both verbally and visually.
• Great interpersonal skills, confidence in personal communications, and the ability to maintain discretion and confidentiality.
• Outstanding organisational and administrative abilities with a keen eye for detail.
• Flexible, organised, and committed approach to work.
• Team player with a collaborative spirit.
• Ability to remain calm and precise under pressure