Site Administrator

at  Joseph Gallagher Limited

LOCATION: LITTLE HORSTED, SUSSEX

Join Our Team: We are looking for a highly organized and efficient Site Administrator to join our team. This role is crucial in supporting our site operations and ensuring effective coordination of staff and resources.

REQUIREMENTS:

• Proven administrative experience, preferably in a site-based role.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Experience of civil or construction would benefit the person but not a must.
• Familiarity with office management procedures and basic accounting principles.

• Site Induction Management:
• Register new employees, assist in form completion, and update profiles.
• Coordinate with clients for profile review and approval.
• Ensure staff attend inductions, manage profile transfers, and update expiries.
• Handle Access Card requests for new, missing, or damaged cards.
• Complete offer forms for HR once manager approval is obtained.
• Safety Critical Medical Coordination:
• Check staff availability for medical appointments.
• Book appointments and send confirmations.
• Obtain medical results and upload to relevant sites.
• Prepare and send purchase orders to medical centers.
• Safety Glasses Prescription Processing:
• Liaise with Health & Safety for prescription requests and distribute to staff.
• Friday Pack Responsibilities:
• Prepare and take Minutes of Meeting.
• Update Weekly Tab Scoring and compile reports for clients.
• Onboarding New Starters:
• Assist new employees post-induction with site directions and contract management.
• Handle pre-employment questionnaires and verify necessary documents.
• Holiday Management:
• Issue and track holiday forms.
• Maintain individual holiday records and assist staff with holiday-related queries.
• Timesheet & Payroll Support:
• Address payroll queries and assist in timesheet preparation.
• Process lodging applications and documentation.
• General HR Assistance:
• Support staff with required documents and communicate with HR on staff updates.
• Maintain attendance and absence records.
• Training Coordination:
• Communicate training details to attendees and maintain tracking lists.
• Administrative Duties:
• Prepare daily and weekly reports.
• Manage contract copies, reference letters, and update requests.
• Gate Access and Issues:
• Address gate access concerns and manage visitor pass requests.