Apprentice is responsible for a variable and diverse range of tasks and are required to have skills at the appropriate level to match. Being part of the Coordinators team they ensure that team members are fully inducted into their functions/project, organise equipment and access to systems and any training required. Day to day, Apprentice executes general administration, Share Point/IT/Purchase Orders, travel, secretarial and PA tasks.
All personnel are expected to contribute to creating a positive HSEQ culture within Subsea 7 and ensure familiarity with and adherence to local HSEQ codes and practices.
SPECIFIC KEY RESPONSIBILITIES & ACTIVITIES
GPC AP Apprentice
• Apprentice is assigned to the GPC Admin pool, picking up tasks from the GPC Admin mailbox as and when required:
• Providing secretarial and administrative support to the Directors of the GPC management team, Project Managers. Project Engineering Manager and their teams, clients and sub-contractors
• Organise and set up of new starters and leavers
• Dealing with day to day requirements during the absence of the managers including email and calendar management. Assistance with phone calls when required
• Arranging meetings: room bookings, invitations, refreshments, preparation of documents and agendas, equipment set-up, minutes, action tracking, as required
• Attend meetings and prepare materials and reports, preparing agendas and taking minutes as required
• Documentation: set up of templates, filing systems, typing, editing and formatting, compilation, copying, scanning, printing, version control on SharePoint and upload into ProArc, as required.
• Assisting with expenses as and when required
• Arrange travel, including: visa application and processing; welcome pack completion, road, rail, sea and air travel; accommodation; tracking and related work
• Tracking of actions on registers and updating, as required
• Management of paperwork to other offices and countries by post, courier, ShareFile
• Time input in SAP for self and contracted team members and GPC managers
• Originate and maintain organisation charts and presentations in Visio and PowerPoint
• Set up and administer department, public (project) and team SharePoint sites and the Libraries and Lists and Permissions therein
• Induction of personnel into the department/project, including overview of 7Online and BMS
• Coordination of department appraisals with Manager(s) and Lead(s), as required
• Coordination of Project PMRs, as required
• Event organisation
• Processing Purchase Orders which includes vendor create and change.
• IT Requests and trouble-shooting for the team
• Purchasing of stationery and small items
• Facilities focal point for the department: desk space, equipment, etc.
• Cover similar work as and when required including holiday cover for the pool of admins.
• Greeting of visitors is also necessary as and when required.
PERSON SPECIFICATION
• Good command of written and spoken English, also numerate
• Keyboard skills / touch typing / formatting and layout
• Creates agendas and takes meeting notes
• Active interest in office technology (Microsoft 365, SharePoint Online, etc.)
• Exceptional communication and customer service skills
• Proactive, flexible with a can-do attitude
• Strong prioritisation and organisation skills
• Strong attention to detail
• Ability to handle confidential information and work without supervision
• Excellent time management skills and ability to multi-task
GPC AP Apprentice
• Working towards NVQ Business Administration Level 3 or equivalent
• MS Office (Intermediate or Advanced), or ECDL (Basic or Advanced)
SYSTEMS
• MS Office suite, Outlook, SharePoint, Visio, Powerpoint, Excel, and other standard office software to intermediate and advanced user levels
• SAP - time entry, man-hour reporting and approvals
• ProArc, PLM (Team Centre) etc
• Knowledge of Microsoft 365 tools
KEY RELATIONSHIPS / STAKEHOLDERS
• General Management and Teams
• Project Management and Teams
AUTHORITY / DIMENSIONS
• Operate within the Subsea 7 Code of Conduct
• Operate according to Subsea 7’s management principles (vision & values)
• Support standards and procedures for the Operations Administration Function
• For level of authority see ‘Authority Limit Matrix’