Administrative Assistant in Aberdeen inAberdeen PUBLISHED WED 7 MAY 2025 Jump to job information section
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Job description
Administrative Assistant:
Working within the Fabrication Document Control function, supporting the team with the life cycle of data recording and archiving. Establishing a good working relationship across the business and demonstrating high levels of professional conduct and discipline.
Key Responsibilities:
- Effective and compliant delivery of appropriate processes and work instructions.
- Ensuring any data management is accurate and delivered to company standards.
- Ensuring tasks are completed within timescale expectations.
- Demonstrate and uphold highest standards of professional conduct.
- Engagement with team to share best practice and support the wellbeing of fellow colleagues.
- Administrative duties, including:
- Archiving / Filling
- Data input/entry.
- Maintenance of the EDM System (ProArc)
- Document control.
- Workflow assistance.
Skills & Qualifications:
- Essential:
- Solid experience with the Microsoft Office suite (Word, Excel, PowerPoint, etc.)
- Desirable:
- Previous experience in a fast-paced administrative role.
Key Competencies:
- Strong communication and interpersonal skills.
- Problem-solving ability.
- Attention to detail.
- Ability to work under pressure and meet deadlines.
- Enthusiasm and initiative.
- Able to effectively manage several simultaneous activities.
Work Environment/Conditions:
- Office: Determined by assigned project/contract.
- Full-Time: 39 Hours per week
We believe diversity drives innovation and creativity. We're committed to fostering an inclusive environment where every team member feels valued, respected, and empowered to contribute their unique talents and perspectives. Join us in creating a workplace where everyone can thrive.
Not sure?
If you're interested in this role but you have questions or you're not yet ready to apply, then please book a quick call with us and we'd be happy to answer any questions you have and tell you more about the role.
If you're interested in this role but you have questions or you're not yet ready to apply, then please book a quick call with us and we'd be happy to answer any questions you have and tell you more about the role.
Requirements
See the job description for full role requirements.
Benefits
Benefits are provided by the employer and will be confirmed during your application.
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More information related to this job opportunity, from jobsincare:
Here are 5 questions you could be
asked
if you apply for this job:
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Please describe your previous experience in an administrative or document control role and how it would prepare you for working within Fabrication Document Control.
Which features of Microsoft Word, Excel and PowerPoint do you use most, and can you give an example of a task you completed using each?
Have you used an EDM system such as ProArc (or similar) before? If so, tell us what you did; if not, how would you go about learning one quickly and accurately?
Give an example of a time when you had several competing tasks and tight deadlines. How did you prioritise and what was the outcome?
Describe a situation where you discovered an error in a document or data entry. What steps did you take to correct it and prevent it happening again?
1. 1. Please describe your previous experience in an administrative or document control role and how it would prepare you for working within Fabrication Document Control.
2. 2. Which features of Microsoft Word, Excel and PowerPoint do you use most, and can you give an example of a task you completed using each?
3. 3. Have you used an EDM system such as ProArc (or similar) before? If so, tell us what you did; if not, how would you go about learning one quickly and accurately?
4. 4. Give an example of a time when you had several competing tasks and tight deadlines. How did you prioritise and what was the outcome?
5. 5. Describe a situation where you discovered an error in a document or data entry. What steps did you take to correct it and prevent it happening again?
Useful skills for an Administrative Assistant:
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To work as an Administrative Assistant in the UK, you typically need a combination of technical skills, soft skills, and relevant experience. Here are some key skills that are often required or beneficial for this role:
Technical Skills
1. Microsoft Office Suite Proficiency: Strong skills in Word, Excel, PowerPoint, and Outlook are essential for creating documents, managing spreadsheets, and scheduling.
2. Typing and Data Entry Skills: Fast and accurate typing skills are important for documentation and data management.
3. File Management: Organising and maintaining both physical and digital files.
4. Basic Bookkeeping: Understanding financial documents and basic accounting might be required, depending on the role.
5. Communication Tools: Familiarity with email communication and other messaging platforms (e.g., Slack, Microsoft Teams) is essential.
6. CRM Software: Experience with customer relationship management tools may be needed in some roles.
Soft Skills
1. Organisational Skills: Ability to manage multiple tasks and prioritize them effectively.
2. Time Management: Skills to manage one’s time efficiently to meet deadlines.
3. Attention to Detail: Precision in executing tasks and reviewing documents to avoid mistakes.
4. Communication Skills: Strong verbal and written communication skills to interact effectively with colleagues and clients.
5. Problem-Solving Skills: Ability to handle unexpected issues and find solutions quickly.
6. Customer Service Orientation: Being polite and helpful when dealing with clients and colleagues.
Other Skills
1. Adaptability: Willingness to learn new software, processes, and adapt to changes in the workplace.
2. Teamwork: Ability to work collaboratively with others in a team setting.
3. Initiative: Being proactive in identifying tasks that need to be done and taking action without being asked.
4. Confidentiality: Understanding the importance of handling sensitive information discreetly.
Qualifications and Experience
While a formal qualification may not be strictly needed, having GCSEs or equivalent qualifications, particularly in English and Maths, can be an advantage. Experience in an administrative role or a related field is also beneficial and can set you apart from other candidates. Some employers may also look for a qualification in Business Administration or a related subject.
inAberdeen
57.1498891 -2.0937528 Aberdeen, Scotland, United Kingdom 
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