Vacant job

We are now looking for an experienced Department Administrator on behalf of our client. The assignment involves providing administrative support to the department manager as well as several section and unit managers. The role is shared between different units and is central to creating structure, efficiency, and continuity in the daily work.

As a Department Administrator, you support the managers with everything from planning, coordinating, and communication to documentation, purchasing, and financial administration. You work independently, have a great deal of responsibility, and are an important part of making the operations run smoothly.

This is a consulting assignment via Miljonbemanning where you will work on-site at the client’s location. 

• Calendar and meeting management

• Prepare presentation and meeting materials

• Coordination of decision-making documents (delegations, conflict of interest declarations, etc.)

• Update intranet and internal information pages

• Support during onboarding and offboarding of employees and consultants

• Ordering equipment, access, and permissions

• Management of vacation lists

• Support in introduction programs and internal activities

• Purchasing of materials, equipment, and services

• Simplified reporting in UBW

• Invoice management and coding as needed

• Plan internal meetings, workshops, and conferences

• Booking of venues, technology, and catering

• Create agendas, write minutes, and follow up on actions

• Support to the department's management team including annual cycle, documentation, and guest coordination

• Update presentation materials and intranet

• Write simpler decision-making documents

• Document management in file server and SharePoint

• Record keeping

• Contribute to the administrator network and develop routines

• Available time: approx. 144 hours/month

• Management team work: approx. 12–15h/month

• Department-wide issues: approx. 20–30h/month

• Support to unit/section managers: approx. 100h/month (approx. 20h per manager)

The time allocation is a planning guideline and may vary over time.

• Regular check-ins with respective section/unit manager (once a month)

• Check-ins before management team meetings (twice a month)

• Ongoing dialogue with the main responsible manager

• The Department Administrator schedules check-ins themselves and raises prioritization issues as needed

Phase 1 (Week 1–2/3)

• Introduction to Svenska kraftnät

• Mandatory training

• Overview of systems and standard tasks

• Meet managers and the administrator network

• Take over current tasks from the current administrator

Phase 2 (Week 3/4–8)

• Introduction to management team work

• Familiarize with the annual cycle and planning

• Support to section and unit managers

• Processing of cases

• Start: 2026-02-02

• Duration: Until 2027-02-02

• Option: Possibility of extension until 2028-02-02

• Scope: 100%

• Location: Sundbyberg (primarily on-site, some remote days by agreement)

• Requirements: Security clearance and background check