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Team Administrator

Location: Newton Aycliffe, Durham County, United Kingdom
Job ID: R0001311
Date Posted: Jul 25, 2021
Segment: Mobility
Business Unit: Hitachi Rail
Company Name: Hitachi Rail Limited
Profession (Job Category): Other
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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Are you looking for opportunities to work on high profile rail projects and advanced technology alongside experts from the around the globe? Come and join the fastest growing rail business in the world!

Hitachi Rail is a fully integrated, global provider of rail solutions across rolling stock, signalling, service & maintenance, digital technology and turnkey. With a presence in 38 countries across three continents and over 13,000 employees, our mission is to contribute to society through the continuous development of superior rail transport solutions. We are working to Inspire the Next – and this is your chance to be part of it.

Your new role

We have an exciting opportunity for a Team Administrator at our state of the art manufacturing facility in Newton Aycliffe.

This role provides administration support to the UK Rolling Stock Engineering team. The job holder will report to both the Head of Engineering and Head of Project Engineering. The jobholder will also work closely with the systems and design four functional heads (Design, Electrical, Mechanical and Systems Integration), as well as the Project Engineering Managers.

Each team will require administration support in line with their specific functional requirements. Responsibilities include:

  • Team organisation, meeting planning, responding to delegated email queries, diary planning, travel arrangements, expenses submissions, administration of finance processes, creating documents etc.
  • Supporting the administration side of engineering processes. Relevant use of databases and systems will be explained and the job holder will then be required to update and take actions in these systems.
  • Project Support – attending project meetings and supporting the actions out of these meetings. Creating and updating progress trackers, creating meeting agenda’s, taking minutes at meetings, producing accurate and succinct action notes and distributing after the meeting. Monitoring and expediting closure of actions appropriately.
  • Logging, checking and scanning of paperwork. Coordinate with other teams to obtain further information, signatures or data corrections to enable documents to be fully completed.
  • Raising purchase orders and placing orders for department.
  • Provide support in processing; invoices, PO’s, set up of new suppliers, GRN and ordering PPE.
  • Support completion of processing timesheets, managing holidays / absences.
  • Attending meetings and taking typed notes, sending out meeting minutes and action lists, following up progress with the required action owners.
  • Issuing team briefs, tool box talks and coordinating signature capture and evidence of full department sign off.
  • Overseeing key departmental shared files and ensuring info is relevant and up to date.
  • Maintaining departmental files and electronic records and carry out any other ad hoc filing as required in accordance with business processes and procedures.
  • Co-ordinating, ordering and issuing new starter kits for new employees.
  • Upkeep of the shared drives — removal of obsolete files and general organisation of files and set up of password protection/controlled access where required.
  • Booking rooms, preparing paperwork for key meetings and/or training sessions.
  • Ordering, control and issue of stationary.
  • Ensure consistency of approach in administration documents, templates and procedures.
  • Inputting competence uplift, defects inputs and correction of hours into SAP.
  • Assistance with travel booking for engineering employees.
  • All other administration duties as required.

About you

Essential Requirements;

  • Proficient in the use of IT systems including Microsoft office including Outlook, Word, Excel and PowerPoint
  • Excellent attention to detail and accuracy
  • An interest in Engineering and process
  • Positive outlook and self-motivated, 'can do' attitude and approach, with ability to work on own initiative without supervision as well as take instruction.
  • Pro-active and self-motivated with good timekeeping
  • Ability to work on own initiative or as part of a team
  • Excellent interpersonal skills
  • Excellent verbal and written English communication skills
  • Health and Safety conscious


  • Minimum 5 GCSE’s Grade C or above including English and Maths
  • Level 2 qualification in IT or Engineering related subject

Personal Qualities

  • Self-motivated with a flexible approach.
  • Honest
  • Loyal
  • Dependable
  • Organised

Why Hitachi Rail?

At Hitachi Rail you will find a passionate and collaborative environment. We operate according to our values of Harmony, Sincerity and Pioneering Spirit. As such, we work closely as a team and empower our colleagues to take ownership and become creative in our pursuit of excellence. We take pride in the contribution we make to society and we always act with integrity and fairness towards our customers, suppliers and colleagues.

We offer a competitive salary and annual leave entitlement as well as a generous benefits package. This includes a pension scheme with contributions up to 9%, health insurance, and many more perks for you to choose from within a flexible plan that will meet your specific needs and lifestyle.

If you like the sound of the above and feel energised by the idea of joining a great brand at a moment of exciting expansion, please apply now. We look forward to hearing from you!

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