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Scheduling Assistant - Home Based

  • Administrative office management jobs
  • Transport, Logistics, Procurement, Import/Export Jobs

Description

  • Book and allocate audits across the UK, Europe and beyond on behalf of our contracted auditors and subcontractors.
  • Communicate effectively with external clients and the service provider(s) team(s) by telephone and email.
  • Schedule specialised audits, e.g. Medical, Drugs and Alcohol and Safety Critical Product.
  • Manage all cancellations, scope and shape changes.
  • Daily reporting to servicer provider(s) teams, Service Delivery Manager and Scheme Manager (Unpaid audits & Cancellations).
  • Prioritise and contact suppliers with the nearest audit target date, recording all attempts to contact.
  • Ensure compliance in the auditing process, including checking the last two Auditor’s names and ensuring that they do not schedule any audit to be undertaken for three years running by the same auditor.
  • Consider availability of the closest auditor to the audit location, considering the modules required to be audited, ensuring audits are allocated to an Auditor with the competence to undertake the required modules.
  • Establish and maintain positive relationships with key stakeholders and clients.
  • Administrative tasks, report generation and record keeping.
  • Manage an allocation of sites and accurately maintain client service and communication history.
  • Respond promptly to requests and proactively monitor progress of outstanding appointments.
  • Support professional staff to successfully deliver projects.
  • Understand the geographic location, workload v’s resource position, including fatigue, and report any concerns to the Service Delivery Manager.
  • Assist with other work required by the Management of the audit scheduling process for the Schemes.
  • May be required to deputise for Service Delivery Manager when covering holidays/absence.

Specific Requirements

  • Relevant industry / sector experience (Scheduling / Dispatcher or Customer Services).
  • Proficient with MS Office suite of products.
  • Diary management skills.
  • Effective interpersonal and communication skills.
  • Able to work on own initiative as well as part of a team.
  • Ability to manage and prioritise own workload.
  • Attention to detail skills.
  • A commitment to RSSB’s values and customer service.
  • Willing to travel – National coverage.
  • Certification in auditing against ISO 17021 or 17065.
  • Knowledge of Health & Safety regulations and legal requirements.

Hard Skills

  • Microsoft Office
  • Data entry
  • Business correpondence
  • Customer relations
  • Advanced Excel Skills (queries, pivot tables, formulas, macros)
  • Relationship building
  • Cross-functional collaboration
  • Scheduling
  • Executive updates

Soft Skills

  • Communication
  • Listening
  • Team player
  • Self-motivated
  • Organized