Administrative Assistant

Job Description: Administrative Assistant

Location: Glasgow Hybrid

Contract Length: 7 months

Driving License Required (mileage will be expensed)

Job Overview

The candidate will be responsible for managing the digital upload of training packs across various sites in Scotland, ensuring that all training records are accurately scanned, verified, and reported. This role involves a high level of administrative work, communication, and occasional travel.

Key Responsibilities

Training Pack Management

• Liaise with 53 sites across Scotland to collect paper training packs.
• Upload these training packs to a designated digital folder.
• Track the progress of the upload process for approximately 1200 employees.
• Report on the status of uploads and completions at a weekly meeting.

Collaboration and Reporting

• Work with an internal Diageo team to understand the process of linking training packs to a digital folder.
• Provide reports on the percentage of completion at a higher Scotch level.

Document Scanning and Verification

• Scan paper copies of safety-critical training certificates and ensure they are uploaded correctly.
• Verify that uploaded training packs meet specified criteria; training will be provided.

Administrative Tasks

• Manage the documentation process with precision and accuracy.
• Ensure no gaps in safety-critical training certificates across sites.

Communication and Coordination

• Engage in regular communication with site contacts to gather necessary documents.
• Potential travel to sites across Scotland as part of the document collection and verification process.

Required Skills and Experience

• Proven Experience: Previous data entry or office administration experience.
• Technical Proficiency: Experience with MS Office, data programs, and familiarity with office equipment such as scanners.
• Typing Speed and Accuracy: High level of typing speed with attention to spelling, grammar, and punctuation.
• Attention to Detail: Strong focus on accuracy in data entry and verification processes.
• Organizational Skills: Ability to manage multiple sites and track progress effectively.
• Communication Skills: Strong ability to liaise with various stakeholders across different sites.

Other Requirements

• Travel: Driving license required; must be willing to travel occasionally

As a temporary contractor, you'll be employed by our Managed Service Provider, Magnit Global, who manage most of our temporary contract hiring, you will not be employed by Diageo."