IMOS Administrator & Executive Assistant

Job Title:                                 IMOS Administrator & Executive Assistant                                

Responsible To:                      IMOS MBSM viaIMOS Merlin Depth Facility Operations Manager

JOB PURPOSE

• This varied and challenging role that requires an exceptionally organised, practical and proactive individual to provide professional, administrative and project support to the managerial functions of an advanced aircraft support facility. This role is focused on the operation of IMOS activities as delivered by Leonardo Helicopters at RNAS Culdrose. The IMOS admin and EA will also provide executive support to Senior LH management and facilitate liaison with the MOD customer base.

MAIN ACTIVITIES AND TASKS

1. Office administration including:-

• Administrative support, and coordination, between all elements of day-to-day IMOS business management at RNAS Culdrose
• Manage senior IMOS Managers Outlook diaries and provide EA support as required.
• Produce and co-ordinate presentation material, for example PowerPoint slides for IMOS Meetings related forums.
• Maintain up to date contacts and telephone directory
• Manage mail & correspondence. Point of Contact for RNAS Culdrose Post Room for collection of deliveries.
• Administrative support to the Rotary Wing Enterprise development plan and the related IMOS Service Delivery Plans.
• Co-ordination of visits, conferences and meetings for example visits to and from LH departments in Yeovil.
• Produce Visitor Notification documents, escort and host visitors as required, and ensuring compliance with RNAS Culdrose Standing Orders.
• Minute taking as required
• Maintain the IMOS Notice Boards and displays ensuring information is up to date
• Manage documents on LH SharePoint as required  
• Undertake additional standalone tasking/projects and or other responsibilities to meet business requirements as tasked by the Senior LH management team.

2. Collect data and produce reports in support of contract requirements, for example Basis of Estimates, Key Performance Indicators and SSRO Reporting.

3. Manage the IMOS stationery, utilising supplier online ordering systems maintaining costs within budget.

4. Manage the LH provided IMOS printers and IT hardware with suppliers

5. Manage all the IMOS lease vehicles:

• Control the recording of vehicle utilisation and fuel card logs
• Ensure vehicles are in date for servicing, MOT, and in a serviceable condition
• Conduct a monthly audit of the vehicle condition and address any issues arising

6. Undertake the responsibilities of W19 office manager in accordance with RNAS Culdrose Standing Orders.

7. Monitor the RNAS Culdrose intranet site and circulate any relevant information to ensure awareness of station policies, requirements and activities.

8. Undertake mandatory and continuation training. Attend courses for personal development or business need away from site as required.

9. Carry out other tasks within personal capacity and experience in support of the IMOS management team.

10. The role required close liaison with multiple areas including but not limited to:

• LH Departments including Aircraft Services and IMOS Service Management Organisation
• Serco
• Supplier liaison

KNOWLEDGE SKILLS AND EXPERIENCE

• Previous experience of operating an office, preferably in a technical or workshop environment
• Typing to NVQ Level II with 2/3 years’ experience or equivalent
• Good working knowledge of office IT systems including MS Word, PowerPoint, Excel and Outlook
• Good planning and time appreciation
• Computer literate (preferably ECDL Level 2) with an ability to design basic Databases and Spreadsheets
• An understanding of Human Factors
• A basic understanding of the Data Protection Act and storage of personal material

DIMENSIONS

• Administrative support to LH IMOS Managers.
• POC for RNAS Culdrose personnel to Commander level
• Supplier liaison