Administrative Assistant

An exciting opportunity has arisen for an Administrative Assistant to support the Head of Digital and the Digital team based in Prestwick, working for one of Ayrshire s leading aircraft manufacturers. This role contributes to the delivery of Digital services within the function.

This is a 12-month fixed-term contract, initially working full-time on-site, with a 37-hour working week.

Key Responsibilities:
General Administration:

• Produce reports to support KPI measurement of third-party contracts.
• Assist departments with the preparation of quarterly audit reports.
• Maintain intranet content as directed by the Digital team.
• Manage functional records and documentation.
• Create communication materials.
• Compile training materials in collaboration with technical specialists.
• Ensure Digital policies and procedures are up to date as instructed by the Digital team.
• Gather data required for audits as requested by the Digital team.

Financial Administration:

• Process approved incidental purchases for the Digital function.
• Manage financial approval requests to meet the Digital team s requirements.
• Record invoices within the financial system.
• Maintain records of software and hardware maintenance renewals.
• Support Digital departmental leads with budget entries in the cost model.
• Prepare IT year-end budget accruals as directed by department leads.

System-Based Administration:

• Monitor software licence usage across systems.
• Maintain accurate records within the IT Service Management (ITSM) system, ensuring all hardware, software, and systems are logged.
• Create and manage user accounts, including password resets, across applications.
• Assign appropriate user permissions within applications.

Knowledge, Skills and Experience:

• Proven administrative or secretarial experience.
• Competent understanding of IT systems and business processes.
• Advanced proficiency with Office 365 suite and related software, including SharePoint.
• Excellent interpersonal skills, with the ability to collaborate effectively within a team.
• Strong verbal and written communication skills, capable of engaging clearly with all levels of management, suppliers, and colleagues.
• Effective planning and organisational skills to manage workload, tasks, and events.
• Proactive approach to promoting and implementing process improvements.

This is an excellent opportunity to join a dynamic and expanding team. The successful candidate will demonstrate strong coordination skills, be a committed team player, and confidently engage with colleagues and stakeholders at all levels.

Morson Edge is acting as an employment business in relation to this vacancy.

Administration, filing, e-filing, GDPR, secretarial duties, data entry, data input, Excel, Word, Outlook, Access, MS Office, booking systems, business support, database management, diary management, minute taking, document control, IT administration.