Technical Data Entry Administrator

Salary: £25,000.00 - £30,000.00

Who are we & what we do

Pole Star Group is a leading Enterprise Asset Management (EAM) solutions provider dedicated to enhancing safety, efficiency, and operational excellence across critical sectors such as Railways, Highways, and Healthcare. Our comprehensive suite of solutions, including Systems, Inspections, and Maintenance, empowers organisations to optimise asset performance and ensure the highest safety and reliability standards.

We care about doing things properly; for our people, our planet, and our clients. Our Integrated Management System (IMS) helps us meet high standards across quality (ISO 9001), environment (ISO 14001), health & safety (ISO 45001), and information security (ISO 27001). We all contribute to this, in big and small ways, by following processes, working safely, reducing waste, protecting information, and raising a hand when something doesn’t look right. We don’t need to be an expert - just thoughtful, responsible, and ready to support our ongoing improvement.

Our Values:

At Pole Star Group, we believe in a culture defined by our core values:

• People 1st ‍‍❤️: We believe that our employees are our greatest asset. We foster a supportive and inclusive environment where everyone can thrive and contribute their best. By investing in our people, we ensure exceptional service and value for our customers.
• Customer Obsession : Our customers are at the heart of everything we do. We strive to exceed their expectations through innovative solutions, exceptional service, and a relentless focus on their needs and satisfaction.
• Disruptive Innovation : We embrace change and encourage creativity. We are not afraid to challenge the status quo and pursue bold ideas that drive progress and set us apart from the competition.
• Integrity ️✅: We conduct our business with the highest levels of honesty and transparency. We are committed to ethical practices and building trust with our employees, customers, and partners.
• Excellence : We aim for excellence in all our endeavours. We set high standards, continuously improve, and celebrate our successes while learning from our challenges.
• Have Fun : We believe that balancing hard work and fun is key to success. We foster a dynamic and enjoyable work environment where teamwork, enthusiasm, and a sense of adventure are encouraged.

The Role

As a Technical Data Entry Administrator, you’ll play a key part in supporting our engineers and examiners by ensuring that technical data is accurately recorded, organised, and maintained across our systems. You'll be responsible for entering and verifying examination reports, managing project documentation, and maintaining clear communication with both internal teams and external partners. This role is ideal for someone who thrives on accuracy, is highly organised, and enjoys working with technical information in a fast-paced environment. You’ll be part of a collaborative team helping to drive operational excellence in critical sectors like Railways and Highways.

Key Responsibilities

• Data Entry & Report Management
  • Support examiners and engineers by inputting technical data and reports into relevant systems.
  • Enter and update examination reports accurately in internal databases and software tools.
  • Organise and manage examination data to ensure it is accessible and easy to retrieve.
  • Maintain up-to-date and well-structured records in databases, spreadsheets, and project management tools.
• Data Accuracy & Quality Control
  • Verify the accuracy of entered data by comparing it against source materials.
  • Identify and correct discrepancies in reports or documentation.
  • Assist with recording and maintaining quality control documents.
• Communication & Collaboration
  • Liaise with internal teams, clients, and third-party suppliers to ensure smooth information flow.
  • Prepare and distribute reports, documents, and general correspondence as required.
• Reporting & Retrieval
  • Retrieve and generate data summaries or reports based on examination input.
  • Support the operations team by providing insights or data when requested.
• General Administration
  • Provide day-to-day administrative support to the wider operations team.
  • Ensure consistent file management and adherence to internal processes.

Essentials we are looking for…

• Proven experience in data entry or administration, ideally within a technical or engineering environment
• Familiarity with managing high volumes of technical data (railway or infrastructure sector experience is a strong advantage)
• Excellent attention to detail and accuracy when handling written and digital information
• Strong typing skills with a high level of speed and accuracy
• Confident using spreadsheets, databases, and project management tools
• Highly organised, with the ability to prioritise tasks and manage multiple data sources
• Good time management skills and ability to meet deadlines under pressure
• A self-starter with a proactive attitude towards learning and taking on new processes
• Comfortable working both independently and as part of a hybrid team

Stuff we’d love, but isn’t essential...

• Previous experience working within the rail industry or with railway asset management systems
• Familiarity with technical reports or inspection data, particularly in a regulated environment
• Experience using systems covering asset databases, or inspection tracking tools
• Confidence working in hybrid team environment
• Willingness to travel occasionally with the operations or inspections team to support site-based work or training

Why Join us…

• Be part of a dynamic team that values innovation, collaboration, and personal growth.
• Enjoy a supportive work environment with opportunities for professional development.
• Contribute to meaningful projects that enhance safety and efficiency in critical sectors.
• Participate in a culture that prioritises work-life balance and fun.
• A level of travel will be required.

Benefits

• 25 Days Holiday (plus Christmas shutdown)
• Benefits Package and Pension
• Hybrid Working (we are currently remote first moving to hybrid working - London Based)
• Flexible working hours
• Home Office Equipment (Desk, Chair, Laptop, Mobile devices (As required))