Business Support Admin NEW

Castledawson, County Londonderry
Combined Facilities Management
Overview

Job Title: Business Support Admin

Reporting To: Head of Operational Excellence

Hours of Work: Mon – Fri, 9:00am – 5:00pm

Role Overview: We are seeking a highly motivated Administrator to join our Core Services team, supporting Quality, Procurement, Health & Safety (H&S), and Business Development (BD). This role suits a person with strong digital, creative, and organisational skills who wants practical experience in a fast-paced professional environment.

You will support modernising our IMS, strengthening subcontractor management, maintaining compliance data, and enhancing internal and external communications, including marketing, social media, presentations, and event briefings.

Key Activities / Responsibilities

1. Quality Support (IMS, Process Flows & Communications)
   • Assist with re-formatting and modernising IMS Quality documentation (process flows, quality plans, SOPs)
   • Create short training videos and explainer clips for updated processes
   • Develop presentation slides, graphics and visuals for toolbox talks, quality campaigns and internal events
   • Support creation and organisation of Quality toolbox talks and learning materials
2. Procurement & Subcontractor Compliance Support
   • Update and maintain the subcontractor database
   • Chase and collate compliance documentation (insurance, accreditations, certifications)
   • Support the design and rollout of the subcontractor onboarding guide/pack, including layout and graphics
   • Assist with uploading/organising procurement records
3. Health & Safety (H&S) Support
   • Carry out data input and extraction from H&S systems (incident logs, audits, inspections)
   • Populate scorecards, dashboards and trackers with accurate data
   • Support preparation of toolbox talks, internal communications and monthly reporting
4. Business Development (BD), Marketing & Presentation Support
   • Design graphics, templates, and visual content for BD presentations, case studies and proposals
   • Develop social media packs including branded graphics, simple videos and campaign posts
   • Support bid submissions with formatting, visuals, infographics and layout
   • Prepare PowerPoints for “Win or Learn” sessions, internal breakfast briefings and event summaries
   • Assist with gathering photos, stories, and content for marketing and tendering
5. General Office & Administrative Duties
   • Support the Core Services team with routine administrative tasks
   • Prepare documents, schedule meetings, manage files and shared inboxes
   • Assist with updating SharePoint, intranet and internal communication channels

Education / Experience

Essential

• Strong proficiency in PowerPoint, Word and Excel
• Strong digital/creative skills including: Canva, PowerPoint Designer & Visio
• Basic graphic design
• Simple video editing (short clips, explainer videos)
• Ability to create clear and engaging visuals
• Highly organised with strong attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines

Desirable

• Experience with CapCut, Adobe Express, or similar video editing tools
• Knowledge of social media creation, scheduling and analytics
• Interest in marketing, branding, digital communications or business improvement
• Understanding of SharePoint or database systems

Skills/Competencies

• Creative, proactive, and eager to learn
• Comfortable working across multiple teams and functions
• Skilled in digital design and communication
• Organised, reliable and detail-focused
• Keen to see how corporate functions link to operational delivery