The ideal candidate will excel in a collaborative environment, demonstrating exceptional teamwork and communication skills. This role requires a proactive approach to administration, ensuring smooth and efficient operations of the tasks outline below.
Effective Management of Office Space:
Act as the primary point of contact for day-to-day office-related queries.
Manage desk bookings and monitor desk usage via the Desk Booking tool.
Report office faults to the Unit’s Helpdesk and track resolutions to ensure maximum desk availability. Providing desk booking data to line management as required.
Maintain a workplace asset register.
Provide guidance on office environment changes and maintain a log of requests.
Maintain and distribute stationery items, re-ordering as necessary and tracking expenditure.
Ensure workplace utilisation aligns with Head of Establishment guidelines while fulfilling DNO and DNE requirements.
Proactively manage and respond to all incoming queries related to Abbey Wood.
Support business areas with room bookings, visitor management, and escorting contractors as needed.
Provide support and knowledge to workplace change initiatives at Abbey Wood.
Workplace Health and Safety:
Provide local support to the DNO H&S team regarding the working environment.
Ensure the DNO workplace remains a safe place to work.
Navigate safety-related queries to the DNO H&S adviser or safety team.
Complete quarterly workplace inspection check sheets and follow up on issues.
Champion and promote a positive health and safety culture on site.
Support site evacuation processes and act as a nominated Floor Liaison Officer (FLO) when required.
Create Effective Channels of Communication:
Engage with Directorate Business Management and Outer Office teams to strengthen internal dialogue.
Champion DNO’s strategic vision of being a ‘great place to work’.
Promote the Workplace Strategy and support the Future Workplace Strategy.
Develop communication plans to engage audiences and maximise reach at Abbey Wood.
Maintain Workplace communication platform, including our SharePoint page, notice boards and multiuser email account.
Build strong working relationships with wider enabling functions within the Corporate Operations Directorate.
Hire Car and Fuel Card Management:
Ensure vehicle choices are appropriate and cost-effective for journeys, in accordance with MOD Policy and DNO’s Drivers Standing Orders.
Act as a focal point for communication between the hire car requestors and Authorised Demanding Officer (ADO).
Support the ADO with annual license checks and ensure understanding of Drivers Standing Orders.
Issue Authority to Use Document (ATUD) forms, Driver Packs, Fuel Cards, and Toll Cards as required.
Ensure fuel cards and ATUD forms are returned and completed correctly after journeys and retained for auditing purposes.
Provide Admin Support to the Branch Security Officer:
Act as the Deputy Branch Security Officer and monitor/respond to emails in the BSO multiuser account.
Support the new joiner and leave process in respect of security.
Maintain the Vetting Register and sign off site pass applications, visitor requests, and IT account forms.
Support key management, combination changes, and access controls.
Hybrid and flexible working can be considered for this post but will need regular workplace attendance due to demands of the role and security constraints. Candidates are encouraged to discuss options with the recruiting line manager before submitting an application.