This is a Permanent, Full Time vacancy that will close in {x} days at {xx:xx} BST.
The Vacancy
Level 3 Business Administration Apprenticeship (Equivalent to 2 A Levels)
Introduction
Keltbray is a UK leading specialist engineering contractor, which offers engineering, construction, demolition, decommissioning, remediation, environmental services and reinforced concrete frame solutions. We are a key player in developing and maintaining Britain’s built environment and major civil engineering, operating in highly regulated climates and transforming sites across the UK.
Job Description
To ensure that the database systems are kept up to date in a consistent and accurate manner with all information while providing administrative support to the wider team and ensuring that facilities and office consumables are well maintained.
Duties & Responsibilities
Creating new tenders and contracts on Job gen (soon to be obsolete) CRM & Easybop
Once an opportunity has been quoted, update Job gen, CRM & Easybop with scope, value and status changes
Entering new contract awards into COINS
Creating job paperwork packs, when project complete to compliance check paperwork ready for data entry
Scanning and saving all paperwork in a timely manner to the correct folders
Raise waste notes
Royal mail scanned paperwork to be sent to client within 5 days of completion
When project is complete check that all air monitoring has been received, where missing chase analyst for copies ASAP
Data entry into Multibase: exposures, personal monitoring for South & Midlands Offices
Take minutes and distribute for operations and supervisor meetings
Book parking, accommodation and other travel requirements
Create and submit expense claims for MD, and reconcile receipts for company cards monthly
Once credit cards have been reconciled for the month, check against the credit card tracker to ensure that all costs have been accounted for (DF expenses/ MasterCard/ Amex, Amazon account)
Reception and telephone duties
Ordering office stationery and consumables and input into COINS (stationery)
Holiday cover for contract coordinator role
Assure360 role to be further defined, it will encompass all of the above in a slightly different format
Requirements
Personal Attributes
Organisational Skills
Attention to Detail
Communication Skills
Time Management
Reliability and Punctuality
Initiative
Professionalism
Knowledge
GCSEs (or equivalent) in English and maths
Experience with Microsoft Office (Word, Excel, Outlook)
Some previous admin, customer service, or office experience
Qualifications
Full UK Driving License is require due to location of the office
Diversity & Inclusion
We advocate for difference and champion diversity to foster an inclusive environment that allows our people to bring their true selves to their work every day and enable our people to thrive by promoting health and preventing harm. Keltbray welcomes everyone who shares our values, regardless of their age, belief, disability, ethnicity, gender identity, maternity status, marital status, pregnancy, religion, sex or sexual orientation.
The Company
Our purpose is to redefine the way sustainable development is delivered. Based on our collective experience, we collaborate at the earliest stage to design and self-deliver innovative customer solutions across technically demanding built environment and infrastructure sectors. Working in partnership with our stakeholders, we are actively contributing to economic growth, social advancement and environmental protection.
You have already applied for this vacancy, please go to your account to see your progress.
Privacy Policy
Keltbray Management VacancyPrivacy Statement
This is the Privacy Notice for Keltbray Holdings Limited and its subsidiaries for all applicants interested in pursuing career opportunities at Keltbray.
As defined by the General Data Protection Regulation (GDPR) Keltbray Management Services is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.
The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.
IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY
For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com
Introduction
This Privacy Notice sets out how we will use your personal data in accordance with the General Data Protection Regulation (GDPR) Articles 14 and 13. This includes the information you share about yourself, your rights, and your email preferences.
Our commitment
We commit to:
Keeping your personal data safe and only processing it on a valid legal basis
Keeping our records up-to-date and correcting inaccurate personal data where required
Deleting your personal data after it is no longer for the purpose, we collected it for
Assisting you in obtaining access to your personal data
Not selling your personal data, and
And giving you ways to manage and review your marketing choices at anytime
Who We Are
Keltbray Holdings Ltd as the company responsible for your data is the controller. If different to Keltbray Holdings Ltd we will let you know, which company in the Keltbray Group you have a relationship with.
Your personal data is any information relating to you from which you can be identified.
Your data:
We will process the following personal data:
When you create an account:
Email address
When you create an account to set up and manage vacancies:
Title
Name
Email address
Address
Mobile number
Alternative contact number
Current employment details including job title and salary
Relevant skills and qualifications
CV
Answers to questions about your recruitment preferences
Current staff applying for another position
Full contact details including address
Line manager, role, grade, location
Employment history
Diversity and inclusion information
The website uses cookies to improve user experience by enabling the website to ‘remember’ you either for the duration of your visit or for repeat visits. The website also utilises cookies to monitor usage, analyse trends, and collect information about website usage. This helps in enhancing the overall performance of the website.
When you make an application, we may ask for:
Full contact details, including address, mobile phone number
Right to work status
Employment history
Qualifications, licenses and professional membership
Diversity and inclusion information and reasonable adjustment requirements
CV and personal statement
Answers to competency, role specific questions
When you are invited for an interview, we may ask you to provide:
Evidence of your identity and your right to work in the UK
When you undergo pre-employment checks, we may ask you to provide:
Right to work including passport/visa/sponsorship details
Contact details of your referees: by providing this information, you are happy for us to contact them if needed.
Health assessment details
Driver’s license
DBS and 5 years address check, if needed – project dependant
When you contact us for feedback and enquiries:
Your email address
Your name
The details of your request
Purpose
Wherever we refer to “processing” of personal data in this Privacy Notice this includes any combination of the following activities: collection, recording, organisation, structuring, storage, adaption or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
The purposes for which we are processing your personal data are:
To manage recruitment for Keltbray Holding Ltd and its subsidiaries. This includes a job board, online application service, sift tests, interview scheduling, and pre-employment checks
To assess your suitability for the role
To enable the creation of user accounts
To provide updates on the recruitment process
For Keltbray Holdings Ltd employee candidate account, to allow users to view and apply for internal and across-holdings vacancies
To offer job alert email services
To offer technical support to candidates and recruiters
To send your contract of employment to your email address
To monitor the effectiveness of the recruitment process- this could include statistical analysis of system usage, research into the experience of the candidate and other system users, or analysis of referral sources to see which provides the most diverse applicant
To build a database of users who wish to be considered for future career opportunities
To undertake pre-employment checks and onboarding activities before you start in the role at Keltbray (including health pension questionnaires and character declaration)
To comply with Baseline Personal Security Standard (BPSS) which consists of
Identity verification
Verification of national and immigration status-including your right to work in the UK
Verification of employment history- through cross-referencing against the HMRC PAYE system
Legal basis for processing
The legal bases for processing your data
Contractual: it is necessary for the performance of a contract to which you are a party- an employment contract. This refers to information that we need to recruit and employ you.
Contractual: it is required in order to act upon your request before signing an employment contract. This is a reference to the data that we gathered during the application and selection procedure.
Legal obligations: it is necessary to comply with legal obligations placed on us as the data controller.
Consent: it is necessary for carrying out digital right-to-work checks, personnel checks, work history checks, and in some cases participation in the user research interview.
Legitimate interest: when it is our legitimate interest or the legitimate of the third party. In this context, we as a business have commercial reasons to process your personal data, but this must not unfairly go against your rights. If we rely on legitimate interest, we will tell you what that is.
Special category data/Sensitive data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership and the processing of genetic data, and biometric data, to uniquely identify a natural person, data concerning health, or data concerning a natural person’s sex life or sexual orientation.
The legal basis for processing your sensitive data is:
it is necessary for performing or exercising our obligations or rights as a controller, or your obligations or rights as the data subject, under the employment law, social security law or the law relating to social protection. Personal information is processed to ensure that these requirements are met. We are required under the Equality Act 2010 to make appropriate reasonable adjustments for candidates with disability.
it is necessary for the provision of a digital route for carrying out Right to Work checks, the legal basis for providing a digital version of your face and identity document is because you explicitly consent.
it is necessary for the purpose of identifying or keeping under review the existence or the absence of equality of opportunity or treatment between groups or people specified (in paragraph 8(2) of Part 2 of Schedule 1 to the Data Protection Act 2018) in relation to that category with a view to enabling such equality to be promoted and maintained: and it is not carried out for the purpose of measures or decisions with respect to a particular data subject: and you have not declined consent: and you have not given notice that you don’t wish your data to be processed for this purpose: and the processing is not likely to cause damage or substantial harm to the individual. Diversity and inclusion data, such as ethnicity, religion, community background, and sexual orientation, is used anonymously.
Recipients
Your personal data will be shared by us with:
Account data:
our technical supplier and their approved staff
our technical supplier’s hosting provider
profile may be shared with the recruiting department
Once you have made your application, your information may be shared with
If you meet the recruiting standards but the recruiting department is unable to offer you the job, you may be given the option to be added to the reserve list.
If you undergo the pre-employment checks prior to your appointment, your data may be shared with:
KML Occupational Health Services
Recruitment & HR department
3rd party vetting agency e.g. Experian
The UK security vetting and/or regulatory organisations
Retention
Your data will be kept by us for the following duration:
Application records and associated files for unsuccessful candidates (including CVs, third-party referee details, application letters, references, certificates of good conduct, job interview notes, assessments and psychological test results) will be deleted 12 months from the date documents were received.
Application records and associated files for successful candidates (including CVs, third-party referee details, application letters, references, certificates of good conduct, job interview notes, assessments and psychological test results) will be deleted 6 months after the end of employment.
Candidate account- you can, at any time choose to close your account. This will:
Remove access to your account
Withdraw any ongoing application
Discard incomplete applications that have not been submitted
Disable the automatic job alert notification
Automated decision making
Your personal data will be subjected to automated decision-making when online psychometric tests are used. When undertaking a digital Right to Work check, your image will be automatically assessed. A living person will then validate this before final decisions are made.
Your rights
You have the right to access your personal data including us providing you without a charge, a copy (which may be in an electronic form) of any of your personal data that we are processing, or a third party is processing on our behalf. Also, note that your personal data can be viewed at the Application Centre at any time.
Request for this information or a copy of your personal data can be done by sending an email, enclosing proof of identification such as a copy of your passport, driving licence, or other documentation confirming your name and address (for example utility bill) to be addressed to:
You have the right to request that any inaccuracies in your data be rectified without delays
You can edit your contact details at any time in the Application Centre
You can also edit contact details on submitted applications
You can also request a correction to any application you have submitted. However, only minor changes are usually considered.
You have the right to request that any incomplete data should be completed
You can add additional contact details via your Application Centre at any time
In most cases, you will be unable to complete your application if mandatory information is missing
You are advised to check your application carefully before submitting it, as your application will be assessed based on the information you have provided at that point
You have the right to request that your personal data be erased if there is no longer a justification for processing it
You can close your application at any time, from your Application Centre; this will
Withdraw any submitted application
Delete any unsubmitted applications
Stop any job alerts sent to you
Delete your account and remove your ability to log into your account
Any application you have made in the past will be kept for audit purposes in line with our retention policy
You have the right to restrict the processing of your personal data in some circumstances (for example where accuracy is contested)
If your data is restricted for processing, you cannot be considered for a job
If it relates to your application, email the contact listed on the job advertisement
You have the right to object to the processing of your personal data, where it is processed for direct marketing purposes.
Your data is not processed for direct marketing purposes
You have the right to object to the processing of your personal data:
you can object to processing; however, you will then be unable to be considered for a job
You have the right to withdraw consent at any time when that has been asked of you.
You have the right in relation to automatic profiling to:
ask that we do not make our decisions based on automated scores alone
to object to an automated decision and ask that a person review it.
You have the right to receive from us the personal data that you have given us in a structured, commonly used and machine-readable format (“Right to data portability”) and/or have the data sent by us directly to another party. Please note that this right only applies in certain circumstances, which is when we held the data on the grounds of your consent, or to perform a contract with you or for steps preparatory to such a contract and we were processing the data by automated means.
Your request should be made to the address above
International Transfers
We may transfer your data outside of the UK and the European Economic Area (EEA); however, we will not do so without your permission. Some countries have adequate protection for personal data under their laws, where this is not the case, we will be responsible for ensuring that appropriate security and privacy safeguards are in place, either by requiring the recipients to have signed up to a recognised international data protection framework or by contractual arrangements.
Complaints
Please let us know if you are unhappy with how we have processed your personal data. You can contact us by contacting our Data Protection Officer.
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) which is the UK supervisory authority for processing personal data. Further details are found on the ICO’s website https://ico.org.uk
Alternatively, you can write to:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number 0303 123 1113
Changes to this notice
Any changes we may make to this Privacy Notice in the future will be posted on this website, and where appropriate notified to you by email. Regularly reviewing this page ensures that you are always aware of what information we collect, how we use it under what circumstances, and under what circumstances we will share it with other parties.
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