Administration Manager

We are looking for a highly organised, proactive, and experienced Administration Manager to oversee and coordinate administrative functions across our regional office. This role involves managing support services for compliance, training, IT, audits, office operations, and rail industry coordination.

 

Key Responsibilities:

 

1. General Administration & Office Management:

Oversee all office administration functions, ensuring smooth day-to-day operations
Line manage administration staff across support functions
Manage travel arrangements, accommodation, car hire, and meeting room bookings
Oversee premises administration including utilities, cleaning, and office supplies
Take accurate meeting minutes and distribute actions
Purchase and manage office consumables
Coordinate internal communications, ensuring clear and timely updates

 

2. HR & Compliance Administration:

Maintain and update employee personnel files (including digital platforms such as Hark)
Coordinate company induction for all new employees
Organise re-inductions every five years for existing staff
Support the coordination of employee performance and development reviews
Administer client-specific inductions and compliance paperwork
Monitor compliance with employee working time rules

 

3. Training & Health Surveillance:

Book and track training, medicals, and occupational health surveillance
Liaise with line managers to coordinate employee certifications and renewals
Monitor and report on training KPIs and compliance status
Maintain accurate training records and ensure alignment with audit standards

 

4. HSQE Support:

Assist in preparing audit packs for external audits (e.g. ISO, Achilles, RISQS, SSIP)
Compile documentation for tender submissions
Support the HSQE Manager with proactive compliance tracking (training hours, audit completions, corrective actions etc.)

 

5. Rail Sentinel Coordination:

Administer Sentinel contracts and sponsorships on the Sentinel Database
Carry out railway pre-appointment checks and monitor working hours
Coordinate and schedule rail-specific medicals and drugs/alcohol testing using approved RISQS providers
Administer PTS e-learning and training sessions
Issue Track Visitor Permits (TVPs), handbooks, and supporting documentation
Cascade Network Rail safety bulletins and industry updates
Support internal investigations for breaches of the Sentinel Scheme.

 

Ideal Candidate Will Have:

Proven experience in administration or office management
Excellent organisational and multitasking skills
Strong interpersonal and communication abilities
Knowledge of rail industry compliance (Sentinel) is desirable
Experience supervising or leading administrative teams.

 

Experience:

Management: 2 years (preferred)

 

Benefits:

Additional leave
Company pension
Cycle to work scheme
Free parking
Health & wellbeing programme
Life insurance
On-site parking
Private medical insurance
Referral programme

Tagged as: pts