We are seeking a highly organised and experienced Administrative Manager to oversee compliance on a new project. This role is pivotal in ensuring that all administrative processes related to training, security clearances, medical reviews, fitness records, travel, personal protective equipment (PPE), and visas are managed effectively and comply with UK level regulations. The ideal candidate will have a strong background in administration within a defence or high-security environment and a meticulous approach to record keeping and compliance.
Key Responsibilities:
- Compliance Management: Ensure compliance to regulations at UK and Ukrainian government level standards. Develop and implement administrative policies and procedures that align with requirements. Take ownership of records, such as:
- Mandatory Training
- Security Clearances
- Access
- Health/ medical assessments
- Visas
- Travel insurances
- PPE Inventory
- Audit Preparation: Prepare for and assist in audits and inspections by regulatory bodies, ensuring all documentation and records are up to date.
- Training Management: Oversee the scheduling, coordination, and record keeping of all mandatory and supplementary training for staff, ensuring that all personnel meet required training standards.
- Security Clearances: Manage the process of obtaining, renewing, and maintaining security clearances for all personnel.
- Travel Coordination: Oversee travel arrangements for personnel, including flights, accommodations, and transportation, particularly for deployments or relocations.
- Personal Protective Equipment (PPE): Manage the distribution, maintenance, and record keeping of PPE for all personnel, ensuring compliance with safety standards.
- Visa Management: Oversee the visa application process for personnel traveling internationally, particularly to and from deployment locations.
Requirements
- A background in defence or security administration is highly desirable. This role would suit an ex-military administration branch veteran.
- Meticulous approach to record keeping and compliance.
- Proactive in identifying and resolving compliance issues.
- 5+ years of experience in an administrative management role, preferably within a defense, security, or high-compliance environment.
- Bachelor’s degree in Business Administration, Management, or a related field.
- Fluent in English - Ukrainian would be a plus.
- Excellent verbal and written communication skills, capable of liaising with various stakeholders.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with compliance management software.
