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Administrator

  • Location

    Belfast

  • Sector:

    Facility / Cleaning

  • Job type:

    Permanent

  • Salary:

    Not Specified

  • Job ref:

    REF20382V

  • Published:

    about 15 hours ago

  • Expiry date:

    2022-06-12

  • Client:

    Mitie

Job Description

A vacancy has arisen to join our team on a 12 month fixed term contract, at our client's prestigious new office in Belfast city centre.

The team provides a quality client service of scanning, routing and filing of documents using the Document Management System (AODocs) and provides several critical and highly confidential services to our client. IMS Administrator is to assist the provision of quality client service by maintaining an up-to-date centralised filing system, providing advice and assistance to the group with regards to filing and archiving procedures and disciplines.

The IMS scanning centre is a team of experienced staff whose work complies with BS1008 legal admissibility in court for scanned documents and ISO27001 information security management systems. This is a growing service requirement for all businesses in the UK and we are the first scanning centre to be awarded the BS 10008 - making us unique in this field. The team is part of a much wider Records Management and Information Security team whose work ensures the firm's compliance with both internal policies and external regulatory requirements.

You will report to a team leader within the team. The team directly reports our Service Owner but also has reporting responsibilities to Information, Risk and Security forum within the UK.

Main duties

Ensuring that all incoming paper documentation is scanned using the appropriate system in accordance with the BSI 100008 operational procedures.

Prioritising incoming mail - recognising different document types; scanning, routing and filing of documents - includes mail, hand-written notes etc; electronic creation, naming and editing of documents; importing of documents - responding to client enquiries via telephone and email; quality checking work processed,

  • Follow Group and company policies and procedures at all times;

  • Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;

  • Use all work equipment and personal PPE properly and in accordance with training received;

  • Report any issues or training needs to your Line manager and /or via your divisional incident reporting system

Candidate Description

You may also be periodically be required to move positions within the team in order to maintain balanced support service.

You will ideally have prior work experience (from an administrative background within a corporate or professional services environment). Experience in client service delivery would be an advantage, along with excellent soft skills.

Qualifications

GCSE grade C or above in English and Maths;

Proven IT skills including Excel, lotus notes and Gmail

Minimum typing speed of 30wpm;

Strong prioritisation, time management and organisation skills;

Proven delivery of accurate and thorough work;

Proven reliability in customer service and problem solving skills;

Good communication skills (verbal and written) with the ability to liaise confidently and professionally at all levels,

Pro-active, self-motivated and able to take responsibility for own work under own initiative;

Able to work to deadlines and meet targets; flexible with regard to hours (as overtime may be required);

Able to quickly familiarise and become expert with the Document Management technology and business processes;

Strong influencing and team working skills, able to build and maintain trusting relationships with both colleagues and clients, promoting and embracing change., Experience in scanning / Document Management would be an advantage.

Employer Description

Delivering the exceptional, every day

  • Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

  • Our promise to our people: a place to work where you can thrive and be your best every day.

  • Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.

  • Our culture - our core values and how we behave:

  • We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.

  • We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.

  • We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.

  • Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.

  • Our customers' business is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.

    At Mitie we know that 'our diversity makes us stronger'. We're committed to creating a diverse and inclusive environment where our people can thrive and be their best every day. We are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal. We recognise the unique contributions that you can bring and our people and customers thrive when we get this right.