• Office Administrator Cwmbran

    10/05/2022 Office Administrator Cwmbran
    • Full-time

    Cwmbran Based – Full Time permanent position, salary negotiable + competitive benefits package

    RSS Infrastructure (RSSI), has been recognised by Network Rail at the 2018 ‘Rail Partnership Awards’, being awarded SME of the Year, for its work within the Rail and Construction industry, developing bespoke solutions for clients that deliver improved safety and productivity.

    From our offices in Birmingham, Cwmbran and Doncaster, RSS Infrastructure has over 100 directly employed staff members and a diverse contingent labour workforce that cover the majority of the UK. The company has developed a service portfolio that includes; Overhead Line Electrification, Vegetation Management, Track Access, Civils/Construction solutions, Safety Critical Resource Services, Magnetic Safety Barrier Fencing, Magnetic Points Boards, Signalling Services as well as being the UK’s sole provider of Track Warning Systems.

    What will I be doing?

    As our Office Administrator you will support our team with a wide variety of office and project administration tasks including:

    • Accurately transferring RSSI allocated shifts from client work plans onto board spreadsheets.
    • Entering job orders are accurately entered onto Aspire including postcodes, supervisor names and contact details, pick up times and locations and order numbers.
    • Assigning RSSI workers accurately planned works on Aspire, as planned by the Rail Managers, highlighting issues relating to potential exceedances, competence of worker and missing tickets (ie small tools).
    • Ensuring all RSSI workers receive clear communication about their planned work ensuring that their competence, dates, times and location of shifts, pick up time, date and location, driver name and telephone number are confirmed as a minimum via text message.
    • Highlighting to Project/construction managers if when assigning RSSI workers to Aspire they contravene rail working regulations (14hr rule, receive required legal breaks etc.) or do not comply with all UK employment legislation.
    • Checking if confirmation of attendance on planned works is received from all RSSI workers, chasing if not received, and highlighting to Rail Managers where confirmation is outstanding.
    • Printing, scanning and sending timesheets to RSSI workers a minimum of 48 hours in advance of work.
    • Chasing RSSI timesheets (where required) ensuring RSSI workers return them by 12.00 each Monday for prior weeks work.
    • Checking that all client orders match Aspire, highlighting issues to the Rail Manager, requesting amendments to orders where required and ensuring all order numbers are accurately entered onto Aspire by 12.00 each Wednesday for prior weeks work.
    • Ensuring that all holidays booked by workers are recorded on Aspire.
    • Ensuring all training notified by the Rail Managers is recorded on Aspire.
    • Delivering accurate and effective administration to support RSSI aim of ensuring all RSSI workers are paid correctly and on time.
    • Providing reports to Rail Managers of available labour in future weeks so that the highest utilisation of the workforce can be achieved.
    • Obtaining quotes and sourcing hotels, ensuring that hotels have free car parking, twin rooms are booked as a minimum and protecting the profitability of planned works, highlighting to Rail Managers and the Head of Operations where issues arise.
    • Responsible for updating the client system as and when required.
    • Checking MacRail to ensure workers have signed in and updating times on Aspire.
    • Keeping Fatigue Risk Calculators up to date for all Safety Critical staff and drivers and highlighting any issues to management.
    • Ensuring 100% compliance to all company processes, procedures and management systems.


    What experience & qualifications would we like you to have?

    To be considered for interview your application should demonstrate either qualification to level 2 in Business Administration or a minimum of 2 years administration experience. A solid understanding of MS Office applications including Word and Excel is essential for this role.


    RSS Infrastructure offer a range of benefits including:

    • 20 days paid annual leave rising to 25 plus statutory bank holidays
    • Contributory pension scheme
    • Life assurance
    • BHSF healthcare cash plan
    • Employee assistance programme
    • Sick pay increasing with length of service
    • Long service awards
    • Continuing professional development

    About Us

    Our mission is to ensure that we make our clients operate more safely and achieve more productivity when on site, whether delivering new projects, track renewal programmes or maintenance of the rail infrastructure. We are not just another infrastructure company, but a trusted company who understands the value of partnerships and long standing business relationships, continually looking to deliver outstanding performance and customer service, and we remain as one of the market leading rail services groups within the UK.

    We believe in the value and contribution of individuals, respecting the diverse make up of our organisation and need people who want to make a difference to our clients and to the growth of the Group. Our teams are committed, supporting each other to meet the demands of an industry sector which operates 24 hours a day, 7 days per week, 365 days of the year. Working together to either plan, resource or deliver a range of services in to a highly demanding industry sector, that can be very reactive, challenging your skills to adapt quickly to new situations. A strong work ethic and a ‘Can Do’ attitude is the foundation of our business, we want people who can drive success and have a right first time, every time approach to their work life, without cutting corners and who understand the essence of safety and customer service. We are a people orientated business, nurturing, and investing in our staff and teams to become the best at what they do, creating managers and leaders of the future.

    As an equal opportunity’s employer, RSS Infrastructure do not discriminate on grounds of ethnicity, race, religious beliefs, age, disability, gender or sexual orientation.

    The company also actively encourages both reservists and veterans of the Armed Forces to apply for positions. For more information on how we support ex-military personnel please visit our website.


    How To Apply

    In the first instance, please forward your CV to kaye.toy@auctusmg.co.uk

    Apply online