PURPOSE OF ROLE:
Workplace Services are a hands-on team based in our Manchester and Leeds offices, ensuring the best possible working environment within our buildings. This includes managing inbound and outbound post and overseeing the business’ paper archiving. In this role, you will be responsible for performing regular building safety and security inspections, maintaining office equipment, working with third-party contractors for planned and reactive maintenance, and maintaining a clean and safe work environment. While you will be based in a designated office, you will support colleagues across ii’s office estate, with some travel to other sites required.
Please note that this role is required to cover a 6-month maternity cover, with the potential to be extended to 12 months.
KEY RESPONSIBILITIES:
1. Maintain building and equipment maintenance schedules and records, responding to urgent maintenance calls.
2. Test and maintain building security systems, promoting safety within the building, and manage the access control system, including restricted access areas for business owners in line with agreed SLAs.
3. Manage equipment and supply needs, including furniture, kitchen appliances, office equipment, stationery, and consumables.
4. Manage onsite parking in line with allocation policy.
5. Maintain a clean and stocked kitchen/breakout area and support hospitality requirements.
6. Conduct health and safety audits and statutory compliance checks, recording outcomes and follow-up actions.
7. Support safe evacuation of the office in the event of an emergency by serving as a fire marshal.
8. Work with third-party contractors, landlords’ agents, and building reception as required.
9. Report risk events in line with ii procedures and participate in resolution activities as needed.
10. Accurately sort and prepare mail in line with procedures for distribution around the business within agreed SLAs.
11. Organize, log, and distribute internal post and deliveries between Leeds and Manchester.
12. Process all outgoing mail in line with procedures.
13. Record incoming and outgoing postal data.
14. Follow archive procedures and support colleagues with storage or recall requests.
15. Maintain accurate and up-to-date file records on Excel spreadsheets.
16. Ensure adherence to business processes and procedures designed to meet regulatory standards set out in relevant FCA rules and guidance.
SKILLS & EXPERIENCE REQUIRED:
1. A minimum of two years of experience in facilities, workplace services, post room team, or other fast-paced environments - essential.
2. Experience working with external third parties - desirable.
3. Knowledge of building safety regulations and security protocols - desirable.
4. Health and safety knowledge - desirable.
5. General knowledge of the postal system - desirable.
6. Good PC skills including Excel, Word, and internet purchasing.
7. Practical understanding of the regulatory environment, including data protection and retention standards.
8. Ability to work independently and as part of a team, effectively multi-tasking to ensure deadlines and SLAs are achieved.
PERSONAL ATTRIBUTES:
STRAIGHT TALKING | MOVING WITH SPEED | OWNING THE OUTCOME
1. Excellent communicator.
2. Strong team player and independent worker.
3. Demonstrated passion and drive for delivering the best outcomes.
4. Ability to move with speed – delivering faster and better.
5. Decisive and takes ownership of outcomes.
6. Excellent organizational skills.
7. Not afraid to challenge and be open to challenges.
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