Purpose:
Working within the shared services department, predominantly supporting the office Manager in the general running of the office facilities and administrative support in Office, IT and Health & Safety policies and procedures. The role will also support our People Partners Manager and Executive Assistant where required.
Key Responsibilities:
Health & Safety management & administration
* Training – organise relevant H&S training for employees
* H&S inspections – conduct regular H&S inspections for the building at regular intervals & organise.
* Risk Assessment – conduct risk assessments for office and business activities and action any findings as appropriate.
* DSE assessments – conduct DSE assessments on annual basis & action any findings.
* PAT testing – Ad hoc pat testing for electrical items.
Facilities Management
* Manage preventative maintenance schedule – ensure building equipment is serviced and maintained in line with manufacturer recommendations & legal requirements.
* Utility Contracts – annually tender utility supplies.
* Contract tendering – source and tender service contracts & aide in decision
* Contractor management – Ensure all building contractors service contract, RAMS & emergency details are kept up to date.
Environmental Management System
* Help in developing environmental policy
* Maintain monthly reporting on CO2 emissions & environmental metrics.
* Implement sections of the carbon reduction plan.
* Responsible for procurement and managing inventory including office supplies, branded clothing, PPE.
* Provide general office support for our business divisions including phone answering, post, and deliveries along with general administrative duties.
* Support the Office Manager and People Partners Manager with onboarding, training and other employee procedures where required.
* Support meeting requirements. (Pre-register guests, Setup room, refreshments)
* Greet any visitors to the offices in a professional manner and provide refreshments
when appropriate
* Conduct surveys and gather feedback on office environment to identify improvement opportunities.
* Ensure the office is kept presentable and organised.
* Aide in organising company social & engagement events
* Organise travel arrangements for staff when required (booking flights, hotels, car hire)
Person Specification:
* Highly organised and time management skills.
* Good numeracy, communication, and literacy skills
* Good IT skills, including knowledge of a range of software packages.
* The capacity to prioritise tasks and work under pressure to meet deadlines.
* Ability to work well with others or on own initiative
* Attention to detail.
* Keen learner
* Flexibility and adaptability to changing workloads
* Proactive approach
* Personable and friendly
* UK Driving license & transport