Vacancy Operations Assistance

Purpose of Position

To provide support to internal and external customers by undertaking the administrative tasks and scheduling of assessments. Administrative tasks require updating the database and producing certificates where required and providing support to customers and client managers as needed, manage the diaries of internal resources and communicate with external resources on assessments planned and completed. 


Key Duties & Responsibilities

  • Manage the unbooked workload in PG and schedule assessments. Book jobs in SAP.
  • Identifying resource for un-booked work supporting the booking of visits with clients.
  • Allocate assessors (client managers) in consultation with the Operations Support Manager.
  • Issue of new certificates and production of all presentation certificates.
  • Undertake changes to client details as a result of requests by customers and client managers. Set up new clients and certificates in SAP.
  • Validation and maintenance of information for visit details, client details, certificate details and ownership details on SAP.
  • Provide general administration support to the departments as requested and required by the management team.
  • Undertake specific project work as required.
  • Support the Operations Support Manager in preparing management information, budget and forecast.
  • Adopt a team approach to working both within own group and with other teams and functions within the department and other areas of the business.

Dimensions & Key Performance Indicators

  • Workload management / utilization of Client Managers.
  • Delivery KPI’s.
  • Interaction with customers and Client Managers.
  • Accuracy of client correspondence.

Knowledge / Skills / Abilities

  • Experience of working within a busy office environment within a customer-facing organisation.
  • Ability to cope with pressure and meet tight deadlines.
  • To be computer literate and have experience of using Microsoft Office and computer systems. Knowledge of SAP would be preferred but not essential.
  • A friendly, helpful and positive telephone manner.
  • An optimistic, open and flexible approach to change.
  • An attitude to get it right first time and take pride in their work and performance and to be part of a successful team.
  • Good command of spoken & written English