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 head 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 daily operations.

As a Department Administrator, you support the managers with everything from planning, coordination, and communication to documentation, purchasing, and financial administration. You work independently, have significant responsibility, and are a vital part of ensuring the smooth functioning of the organization.

This is a consultancy assignment via Miljonbemanning where you will work on-site with the client. 

• Calendar and meeting management

• Preparing presentation and meeting materials

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

• Updating the 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 introductory programs and internal activities

• Purchasing materials, equipment, and services

• Simpler reporting in UBW

• Invoice management and coding as needed

• Planning internal meetings, workshops, and conferences

• Booking venues, technology, and catering

• Creating agendas, writing minutes, and following up on actions

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

• Updating presentation materials and intranet

• Writing simpler decision-making materials

• Document management in file server and SharePoint

• Archiving

• Contributing to the administrator network and developing 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 (about 20h per manager)

The time distribution 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 their own check-ins 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

• Familiarization with the annual wheel and planning

• Support to section and unit managers

• Handling of cases

• Start: 2026-02-02

• Duration: Until 2027-02-02

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

• Scope: 100%

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

• Requirements: Security clearance and background check