Administrative Assistant

An exciting opportunity has arisen for an Administrative Assistant to support the Head of Digital and the Digital team based in Prestwick, working for one of Ayrshire’s leading aircraft manufacturers. This role contributes to the delivery of Digital services within the function. This is a 12-month fixed-term contract, initially working full-time on-site, with a 37-hour working week.

Key Responsibilities:

• General Administration: Produce reports to support KPI measurement of third-party contracts. Assist departments with the preparation of quarterly audit reports. Maintain intranet content as directed by the Digital team. Manage functional records and documentation. Create communication materials. Compile training materials in collaboration with technical specialists. Ensure Digital policies and procedures are up to date as instructed by the Digital team. Gather data required for audits as requested by the Digital team.
• Financial Administration: Process approved incidental purchases for the Digital function. Manage financial approval requests to meet the Digital team’s requirements. Record invoices within the financial system. Maintain records of software and hardware maintenance renewals. Support Digital departmental leads with budget entries in the cost model. Prepare IT year-end budget accruals as directed by department leads.
• System-Based Administration: Monitor software licence usage across systems. Maintain accurate records within the IT Service Management (ITSM) system, ensuring all hardware, software, and systems are logged. Create and manage user accounts, including password resets, across applications. Assign appropriate user permissions within applications.

Knowledge, Skills and Experience:

• Proven administrative or secretarial experience.
• Competent understanding of IT systems and business processes.
• Advanced proficiency with Office 365 suite and related software, including SharePoint.
• Excellent interpersonal skills, with the ability to collaborate effectively within a team.
• Strong verbal and written communication skills, capable of engaging clearly with all levels of management, suppliers, and colleagues.
• Effective planning and organisational skills to manage workload, tasks, and events.
• Proactive approach to promoting and implementing process improvements.

This is an excellent opportunity to join a dynamic and expanding team. The successful candidate will demonstrate strong coordination skills, be a committed team player, and confidently engage with colleagues and stakeholders at all levels.