Administrative Assistant

About the Company

Ventient Energy Ltd, one of the UK’s largest generator of onshore wind energy, and the largest non-utility owner of onshore wind. With 34 wind farms located from Caithness to Cornwall, comprising 509 turbines and 690MW of installed capacity, Ventient Energy supplies the equivalent of 420,000 homes annually, offsetting 0.75 million tonnes of CO2 equivalent a year. The company was formed by combining the Zephyr portfolio of 15 wind farms with 19 wind farms that were formerly owned by Infinis. The entire portfolio of wind farms now owned by institutional investors advised by JP Morgan Asset Management. The company headquarters are based in Edinburgh with approx. 45 employees.

Role Profile
  • Position Title: Administrative Assistant
  • Reporting To: Head of HR
  • Department:  Corporate Support
  • Key Contacts: Executive Assistant, HR Advisor, Asset Management Team, HSQE Manager
  • Location: Edinburgh
  • Direct Reports: N/A
  • Role Type: Permanent
  • Work Pattern: Full Time - Monday to Friday
Role Purpose:

To provide proactive, efficient administrative support across the business, with a focus in Health and Safety and the Asset Management team. This role will work closely with the Executive Assistant and the HR Advisor.

Key Responsibilities:

Office Facilities

  • Act as first point of contact for telephone enquiries and provide and efficient reception service through the control of the intercom/security access system
  • Meet and greet all visitors and notifying the appropriate persons
  • Booking and setting up meeting rooms and ensuring meeting rooms are refreshed
  • Ordering catering for lunch meetings
  • Ensuring the Edinburgh Office operates effectively. This will include opening and distributing office mail, ordering and maintaining stationery levels, dealing with office equipment malfunctions and replenishing kitchen stock
  • Conducting monthly office HSQE checks and attending tenants’ meetings on behalf of the company

Asset Management & HSQE:

  • Pro-actively administer health, safety and security issues for Head Office and HSQE administration for the Asset Management Team
  • Administer the PPE register, ensuring the register is kept up-to-date and notifying trained PPE inspectors when equipment reaches due date
  • Supporting the HSQE manager with any HSQE related queries
  • Administering the car hire contract, ensuring company vehicle drivers are notified of services, MOT’s and keeping the driving licence checks database up-to-date

Ad-hoc Duties:

  • Arrange travel as required by personnel in the Edinburgh office and at remote site locations
  • Work closely with the Finance team to ensure accurate input of credit card reconciliations each month and raising Purchase Order’s
  • Manage the info mailbox and passing on general enquiries to the appropriate department
  • Support in the organisation of company events, internal and external meetings
  • Submitting quarterly ESG data
  • Assist with other departments with ad-hoc administrative duties
SKILLS:
  • Proactive and self-motivated with an ability to work on own initiatives
  • An effective relationship builder who can build and maintain relationships with employees, management and senior executives
  • Excellent time management skills and the ability to prioritise work
  • Attention to detail and problem-solving skills
  • Effective team player who is prepared to provide support outwith own areas as and when required
  • A confident and clear communicator who can liaise with all individuals in the organisation
Preferred Experience:
  • Proficient in Microsoft Packages; Word, Excel and PowerPoint
  • Proven experience as an administrative assistant
  • Strong organisational skills with the ability to multi-task
Company Values:
  • Safety
  • Passion
  • Innovation
  • Delivery

Supporting Documents