16th Aug 2024
The role of Administration Officer is demanding and diverse within a very busy department whose objective is to offer a fully comprehensive service to its many prestigious clients. The ability to build strong relationships with clients & cadets to develop confidence and trust, to maintain a long-term working relationship is imperative. Strong administrative support is seen as essential in achieving Company Objectives ensuring CMT exceed customer requirements.
Key Responsibilities
1. Provide administrative support for department
2. Assist in organisation of company presentations / meetings / careers events etc.
3. Build good relationships with clients with the use of effective communication and excellent customer service
4. Gain and develop good general knowledge of client companies and their contract requirements.
5. Respond effectively and efficiently to all client / cadet queries
6. Help devise, develop, and implement & maintain good administrative practices by: Updating and maintaining trainee database / personnel files Coordinate cadet availability around exams / courses for attendance of various medical / visa appointments Process applicants’ documentation ensuring all documentation is received prior to commencement of course Process documentation ensuring cadets / clients have required documentation prior to cadets going to sea Process Visa applications / arrange embassy appointments Book domestic / international travel and accommodation Process Visa applications / arrange embassy appointments Determine medical / vaccination requirements as per company requirement and facilitate appointments Communicate with candidates through recruitment process from application to acceptance stage Liaise with Agents / Captains / Vessels to find available berths for cadets / repatriation arrangements Apply for flagged state documentation
7. Adhere to and comply to ISO 09001 standard
8. Always maintain confidentiality of the Company and adhere to the principals of the Data Protection Act 1998; information should never be disclosed to third parties without expresses permission
9. Ensure the appropriate standards of Health and Safety are adhered to in line with the Northern Marine’s Health and Safety Policy also inclusive of current and future legislation.
Candidate Requirements
Essential
10. Sound education at Standard Grade level or equivalent
11. Comply with GDPR regulations and ability to always maintain confidentiality
12. Ability to communicate clearly
13. Comply with ISO standards
14. Professional & pleasant telephone manner
15. Good team attitude
16. Attention to detail with methodical approach to work
17. Work effectively under pressure
18. Reliable, flexible and adaptable
Desirable
19. HNC/HND in business administration or related subjects
20. Previous experience of working in a busy office atmosphere
21. Previous experience in devising and implementing administrative procedures