SALARY: £24,752 per annum HOURS: 37.5 hours per week, Mon to Fri, 8am-4pm LOCATION: Albert Road / Brunel Lock FM Administrator - Fixed Term for 3 months Purpose of the role: To provide efficient and effective coordination and administrative support primarily to Facilities Management, and other designated service areas as required. To provide cover to the FM Coordinator position when required. Key Responsibilities: Oversee and undertake administration in relation to Bristol Waste’s Facilities Management division, acting as the main point of contract for FM queries and coordinating required administration activity with the associated administration assistant and wider team Coordinating schedules and information for cleaning, cash in transit and security activities Ensuring accurate recording of all ad hoc work, including variable 3rd party invoicing and other recharging responsibilities Management and support of systems used across operations, such as Ezitracker, RingGo, iTrent, Ofcom and the Clean Air Zone account Issue Bristol City Council ID access cards and complete annual audits of these checks for compliance Working with colleagues across the business, complete annual compliance audits on items such as driver’s licence checks, DBS checks and SIA licence checks Support finance activity in relation to FM as required, including but not limited to raising invoices and processing purchase orders Support the company’s complaints and compliments procedure as required, responding to queries and complaints, collecting information as needed for investigations and escalating where necessary (email/phone/in person) Work with the PPE and General Orders Coordinator to ensure FM has required PPE and stock Support cash in transit/ Imprest process as required General admin support as required by the management and operations team including absence inputting, overtime checks, note taking and monitoring action plans Preparation and distribution of business documents as appropriate, such as treasury files and parking services information Compile and maintain resource administration, including local records systems and management information Undertake general reception duties and welcoming visitors when required Operate job allocation systems, ensuring that all required response times are applied, following up queries with management as required and updating jobs with notes Raising and GRNing Purchase Orders Assisting operational staff Any other reasonable management requests that will enable you to fulfil your role Essential Requirements for the Role: Proven competence in administration Ability to provide exceptional customer service is a given Good teamworking skills and the confidence to lead and motivate others Confidence, patience, politeness, tact and diplomacy, when dealing with difficult situations Strong analytical skills and experience of using data to identify trends and assess customer satisfaction levels. Able to think strategically and make decisions that will improve customer and residents overall experience and solve problems. Relevant experience of maintaining and manipulating computerised/paper-based data/information Demonstrable numeracy skills and be capable of undertaking accurate financial and other calculations The ability to prioritise tasks and work under pressure A problem-solving approach to work Flexibility and adaptability to changing workloads Being highly organised and detail-orientated is a given Ability to handle information securely and confidentially Working knowledge of MS office, including spreadsheets and emails Decision-making skills Full Job Description can be provided upon request. Our Benefits: Depending on your role we provide an employer contribution of up to 5% into the company pension scheme. Generous annual leave package with 25 days annual leave days plus 8 bank holidays. Support for Mental Health, we have an BUPA Employee Assistance Programme that provides support in a variety of different areas such as Mental Health, Financial and Family related topics. We also have Mental Health First Aiders across the business. Support for your Physical Health with our BUPA Health Cash Plan (we cover the cost of coverage for you), Cycle to Work scheme and an onsite Physiotherapist. All free for our colleagues. Because we value our colleagues so much, we want to recruit more employees just like them. Which is why we have our employee referral scheme. Dedicated learning and development team. We take pride in developing our colleagues and some examples of this include our In-House Driver Development Programme and internal promotions. Many of our Senior Leadership Team have developed from Operational roles, such as one of our Contract Managers who started as a Street Cleanser. Employee recognition awards and long service awards. To celebrate our colleagues wherever they are on their journey with us. We recognise and celebrate talent. Flexible working, we recognise that everyone is different and strive to create an environment that supports all colleagues. We have introduced a hybrid working model where possible and actively encourage part-time working, job sharing and flexibility on hours. If this interests, you please do get in touch, and we can start a conversation. Everyone belongs: At Bristol Waste everyone belongs – we are proud of being a truly inclusive organisation. We give fair and equal consideration to all applications. We encourage and welcome applications from people of all ages, genders ethnicities, nationalities, disabilities, religions or beliefs and of neuro divergence. Important note on applying: Please apply as soon as possible and before 23:59 on the closing date. Sometimes we close vacancies early if we receive a high number of quality applications. Due to the high volume of interest, we won’t be able to receive late applications and we are currently unable to respond to all who apply. If you haven’t heard from us within three weeks of the closing date, it unfortunately means you won’t be invited to interview on this occasion. Contact us: Please contact our People Services team to discuss this role, your application, or any reasonable adjustments and support in applying for this position: recruitmentbristolwastecompany.co.uk 0117 440 6676 Thank you for your interest in joining Bristol Waste Company.