Team Administrator

Job title: Team Administrator

Location: York

Contract length: 6 months

Hours: Monday - Thursday (Flexible)

Randstad Sourceright, a leading provider of RPO & MSP Recruitment Services, is currently recruiting for a Team Administrator. This role is essential for performing entrance and access controls, advising visitors in a respective manner, and conducting functionally specialised administration tasks

Job Purpose

Operating within the Rail Systems division at our York outstation and reporting directly to the Outstation Manager, the Team Administrator is responsible for driving daily operational efficiency. The purpose of this role is to seamlessly deliver day-to-day functional administration, maintain database integrity, coordinate staff rosters/training compliance, and manage crucial frontline reception and access control duties.

Key Responsibilities:

Administrative Support:

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System & Data Management: Handle day-to-day functional operations and IT systems, including raising Purchase Orders, processing expenses, and managing filing systems.

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Reporting & Documentation: Prepare specialized routine reports, correspondence, and operational statistics to fully support local decision-making processes.

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Data Inputting: Maintain accurate records by typing and entering operational data into standard Microsoft Office applications or specialized software packages.

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Workforce Coordination: Accurately log and report annual leave and input staff overtime details into spreadsheets.

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Training & Roster Compliance: Liaison closely with the Training Department to ensure all training requirements are fulfilled and update the technicians’ roster accordingly.

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Procurement: Purchase and issue essential Personal Protective Equipment (PPE) and tooling to personnel.

Reception & Access Control:

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Site Security & Access: Perform entrance and access controls, verify credentials of persons entering the property, and announce them to the appropriate contact person.

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Visitor Management: Professionally induct depot visitors, greet guests, and handle incoming and outgoing post logs.

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Communication: Receive and switch incoming telephone calls efficiently.

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Logistics & Facilities: Arrange taxis, book meeting rooms, manage catering requirements, and ensure meeting rooms remain tidy, organized, and properly stocked with stationery items.

Requirements

To excel in this role, you will bring a professional, highly organized approach and possess the following essential skills and qualifications:

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Proven Administrative Competence: Demonstrated capability in running day-to-day administrative tasks, database management, file tracking, and processing procurement requests.

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Excellent IT & Communication Skills: High proficiency using computers, spreadsheets, standard Office applications, or specialized software, backed by strong verbal and written communication skills.

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Effective Organizational & Time Management Skills: A proven ability to multitask, manage multiple schedules (such as training rosters and visitor arrivals), and organize workspaces efficiently.

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Strong Interpersonal Skills: A welcoming, safety-conscious demeanor suitable for handling front-of-house greeting, caller inquiries, and cross-departmental coordination