Administrator

About us…

Ingleton Wood is a value-led, people focussed practice providing clients with inspirational and practical design solutions; we exist to improve the communities in which we all live and work.

Originally established in 1935, we are a dynamic multi-disciplinary property and construction consultancy, providing a wide range of services across many industry sectors, including commercial, education, defence, residential and more.

We develop long term relationships with clients, adding value at every stage of development. We are one of a few medium-sized consultancies offering integrated design and technical expertise. 

We have a nationwide presence with offices located across the UK. We plan to open further sites in the future to develop our national service.

Life At Ingleton Wood…

is busy but great fun, we work hard, and we play hard. There is a huge emphasis on teams and working collaboratively both professionally and socially. 

We bring people together to improve the quality and sustainability of the built environment through our expert knowledge in delivering local solutions for global issues. A sentiment underpinned by our shared vision of solving global challenges one building at a time, and supported through our values;

✅ We are progressive 

✅ We collaborate

✅ We support

✅ We take ownership

To see a real time view of what we are up to check our social channels

     

You can expect…

• Opportunities for flexible and remote working – we understand a work life balance helps us all.

• Holiday entitlement of 25 days plus bank holidays with long service recognition and festive shutdown.

• Opportunities for personal and professional growth in a supportive environment including in-house coaching and mentoring.

• Competitive salaries with regular review and benchmarking to ensure fair pay. We are a real living wage employer.

• Competitive Company Pension Scheme.

• Health cash plan scheme.

• Professional membership support

• Family policies

• Great office team building events and fully expensed seasonal social events.

• Cycle to work Scheme.

• On-site parking facilities (excluding London office)

• Season Ticket Loan (if applicable)

• Death in service benefit.

• Early Finish incentives when the Practice targets are hit.

• Additional leave allocated for volunteering (up to 2 days).

• Health & Mental Wellness Programs.

• Employee Referral Scheme.

• Employee working groups

The role...

We are currently recruiting a Team Administrator to join our Nottingham office.  The successful candidate will need a positive, ‘can-do’ attitude and be enthusiastic to take pride in this support position.

You will be responsible for the smooth running of projects in conjunction with the Office and Design Manager.  You will be part of the Business Support Team, providing effective support to the Defence team and undertake various duties as and when required in accordance with the procedures contained within the Ingleton Wood Business Management System (BMS) and the Information Security Management System (ISMS).

Please Note: This role will be subject to Disclosure and Barring Service, Baseline Personnel Security Standard, Counter Terrorist Check and Security Check, or Developed Vetting clearance. Further information can be found at: National security vetting: clearance levels - GOV.UK

The selected candidate will…

• To support the process driven secure infrastructure team as directed and managed by the Office and Design Manager.

• Prepare a variety of documents utilising appropriate software, as directed. This will include the creation/maintenance of excel documents such as workload trackers, with the potential to add value and utilise a multitude of Microsoft Applications appropriate to the output required for the team.

• Support the team with documentation control using associated workflow systems and other approved platforms.

• Maintain and use appropriate document templates to ensure Practice documentation is consistent.

• Attend weekly meetings as required, recording targeted actions as required.

• General typing, copying, collating as necessary.

• Assistance and support the Vetting team coordinate screening and vetting checks for those staff working in a secure environment.

• Obtaining quotations from our supply chain on behalf of the team.

• Support the design teams with document control including uploading to file sharing platforms.

• Support the Nottingham office when required in the preparation of financial documentation.

• Monitor timesheets for the team and ensure that this data is entered in a timely manner.

• Support the Quality team by ensuring all sub consultants have completed the appropriate paperwork including coordinating performance checks on behalf of the team.

• Ensure purchase orders/sub-consultant invoices received are entered into the practice MIS and allocated to invoices in a timely manner.

• Enter information into the MIS, including the creation of new jobs and generally ensuring that the system remains updated.

• Ensure that the fee element of each project within MIS is updated in line with any changes to instruction or scale.

• Enter data as directed by team leads to ensure fee projections are up to date.

• Support the team in preparing and updating marketing materials such as CV’s and project profiles.

• Complete sub consultant and Pre-qualification questionnaire accordingly for the Defence team.

• Assist the office manager with events and training.

• Assist with central workload in relation to Organisation charts and InDesign material as directed by the management and operations team.

• Manage and maintain outlook diary system for the planning of meetings, management of the team, ensuring effective use of time to avoid duplications.

• Minute meetings and ensure that the team are fully aware of any resultant actions, and that actions are closed out and resolved in a timely fashion.

• Support the Office and Design Manager during peak times, absences and holidays to ensure that the effectiveness of the team is not compromised.

• Being a flexible member of the Business Support Team and undertake various duties as and when required to support other admin members in Nottingham and other offices.

• Ensure all visitors are met in a professional and courteous manner.

• Maintain the conference room diary, book in new appointments, provide refreshments and order lunches, if required.

• Set up meeting rooms ready for meetings, ensuring room is presentable at all times.

Essential skills, experience, and attributes:

• Manage own job list, provide sound advice to clients and IW teams around the Practice.

• Help develop the Building Regulations Principal Designer Service with the H&S Director.

• Proactive self-starter who is comfortable dealing with clients and project teams.

• Ability to highlight concerns and work through solutions in a collaborative way.

We're committed to building a diverse, inclusive, and authentic workplace where everyone can be their best, so if you're excited about this role but your experience doesn't align perfectly with every requirement on the Job Description, please apply anyway - you may just be the right candidate for this or other roles in our wider team.