Duties and Responsibilities:
To act as receptionist for the Estates and Facilities Department, dealing with general enquiries and screening representatives.
Receive visitors, company representatives, contractors, and other staff, directing them accordingly. Responsible for signing in visitors and external contractors working on site, ensuring those required carry out the contractors' inductions and subsequent paperwork.
Ensure receipt and distribution of mail. Receive internal and external telephone calls and transfer to the appropriate extension number.
Deal with general and maintenance issues. Use and manage the Estates Department's Planet FM software for generating work requisitions and assigning them to the correct maintenance team via electronic handheld devices.
Operate office machinery, including photocopier, scanner, badge printer, laminator, binding machine, and digital camera. Assist in keeping records of staff sickness and leave.
Assist in the administration of staff parking permits and their distribution, maintaining the staff car parking database. Maintain adequate filing systems.
Liaise with Estates and Facilities Managers in maintaining the monthly on-call rota. Assist the Estates & Facilities Secretary with arranging attendance at annual mandatory training sessions.
Provide office cover during periods of annual leave and sickness. Control the stationery store to agreed levels, issuing and re-ordering as necessary.
Upload, manage, and monitor Estates & Facilities social media accounts. Manage the Estates and Facilities inbox, relaying specific emails to the correct correspondence and actioning them in a timely manner.
Issue call-outs to contractors when requested by team members. Maintain good communication throughout the Estates and Facilities Department, ensuring messages are relayed to management in a timely manner.
Additional Information:
Raising of all revenue requisitions upon authorisation to proceed. Liaise with the Procurement Department. Receipting goods upon completion.
Security: Preparing and issuing Trust ID Badges and Door Access Cards in compliance with Trust protocol. Ensuring all documentation is completed and authorised prior to issuing badges. Maintaining necessary communications with the Human Resources Department.
#J-18808-Ljbffr