Department Secretary / Marine Assurance Coordinator (12 Month Contract)
Job Description
Coordinate and assist with completion of visa applications
Arrange booking for medicals and if required keep track of offshore survivals courses when completed
Raise requisitions, purchase orders and receipting
Assist setting up new start and arrange familiarisation required in OneFleet and keep track until completion
Generate word documents, spreadsheets, presentations and other media to support department activities
Ensure all department documents comply with quality formatting requirements and reformat when required
General administration duties including ordering stationery, filing, archiving, photocopying, compilation of documents, proof reading, schedule meetings and taking minutes of meetings
Manage Quality and HSE G\drive access and applications
Process vessel charitable donations
Produce monthly charitable donation Key Performance Indicators (KPIs)
Produce monthly environmental KPIs data into Synergi
Assist in the facilitation of QHSE departmental audits (internal / external)
Manage and update the QHSE POP pages
Organise and collate presentation for the annual management review meeting
Issue and filing of QHSES notices, and release them onto the OneFleet Rest Of the World (ROW) portal (SharePoint)
Book offline travel for all OneFleet ROW onshore personnel
Assist and support ROW onshore personnel for travel queries
Liaise with the Global travel agency when required
Feedback issues to the Global travel team
Liaise with Vessel Master for updates onto Marine Assurance Matrix
Responsible for ensuring that assurance systems are maintained and up to date
Manage and control audits
Update Marine Assurance Matrix on the portal and ensure all links works and are up to date
Processing RADR forms - completing billing spreadsheet, assigning referencing
Contact vessel owners to request documentation for Marine Assurance assessment
Responsible for identifying and implementing improvements to the assurance scheme
Develop and distribute monthly vessel assurance stats pack
Comply with OneFleet Business Management System (BMS)
Liaise when applicable with BMS team to provide latest revision of a document
Assist and support of procedural and process maps development, maintenance and improvements as required
Provide cover for other administration team members absence
Support OneFleet to deliver business initiatives as required
Any other tasks/duties when required by the Information Management Manager and/or Quality and HSE Managers
Experience Required
Proficiency in MS, Office 365 Word, Excel and PowerPoint, Power BI and SharePoint
Able to work independently and as part of a team
Ability to prioritise tasks or identify conflicts in delivery of tasks