IT Administrator

Recruiter
2i Recruit Ltd
Location
Guildford
Posted
08 Apr 2018
Closes
20 Apr 2018
Contract Type
Permanent
Hours
Full Time
IT Administrator – Guildford
Maternity Contract – Minimum 12 month
£24,000 - £28,000

Role & Responsibilities

IT Procurement

• Central point of contact for all IT procurement related work
• Coordination of IT Procurement process from start to finish, including the following:
o Raise Purchase Orders (POs) and obtain approvals appropriate to the PO value
o Actively track approval workflow and follow up to complete PO in a timely manner
o Place orders as and when the team/business requires
o Receive and process all IT invoices within payment terms
o Generate timesheet reports to pay contractor invoices and ensure costs are applied to correct projects
o Work closely with the Accounts Payable finance teams to ensure processes are running smoothly
o Liaise with and act as the central point of contact for vendors
o Process global requests and manage workload in shared IT Admin mailbox in conjunction with two other IT Administrators
o Process IT Admin credit card expenses
• Maintain IT Contractor register and ensure contracts are extended / terminated in a timely manner, staff list updated, POs raised and HR consulted
• Feed into the annual IT budget process by maintaining comprehensive list of new costs and anomalies
• Ensure PO system (P2P) data is regularly reviewed and cleaned up
• Compile quarterly accruals list for BAU costs

Renewals and contracts

• Coordinate sign off of IT contracts ensuring they have been reviewed by procurement, legal, CIO and the relevant authorised signatory
• Ensure contracts are counter signed, filed correctly and are easily accessible

Meetings

• Attend IT Council meetings to take minutes and actions
• Provide support to the Project Management Office (PMO) team by managing project board meeting invitations
• Schedule meetings and conference calls as requested, book appropriate meeting rooms, circulate meeting packs in advance and send any meeting updates as necessary
• Attend weekly IT Administration team meetings

• Support successful running of Group IT meetings

IT Team Support

• Provide admin support to the CIO as required
• Coordinate IT conference requests for the IT team as requested
• Respond to general requests from the global team
• Conduct IT Administration induction session for new starters on a rotational basis
• Work alongside two other IT Administrators to constantly review and improve IT Admin processes
• In addition to the above key responsibilities, you may be required to undertake other duties from time to time as the Company may reasonably require.

Experience & Attributes Required

• Competent in the use of Microsoft Office (especially Outlook and intermediate level Excel)
• Experience of working in an IT environment
• Experience of supporting a large team in an international company
• Understanding of IT hardware / software
• Understanding of finance / purchasing processes
• Confident and personable character. Must be able to build a rapport with colleagues
• Attention to detail
• Must have the confidence and perseverance to follow up with and chase colleagues for outstanding information
• Highly organised to handle a variety of tasks at once, each with equal priority, in a busy environment
• Be able to work under pressure and to tight deadlines
• Professionally presented
• Flexible approach and patience whilst new processes are established
• Willingness to get involved and put in the effort to achieve deadlines

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