Job Title: Central Services Administrator
Location: Pinewood, Bell Heath Way, Birmingham B32 3BZ and other Midland Mencap sites across the West Midlands
Accountable to: Office and Facilities Manager
Salary: £12 per hour
Hours: 30 hours per week
Monday – Thursday 11am – 5pm, Friday 10am – 4pm (30 minute unpaid lunch break each day)
Employment Status: Permanent
Purpose of Role
To provide comprehensive, effective and efficient central services administrative support across Midland Mencap, with a priority on IT and Health & Safety support. The post holder will be required to work in sites across Birmingham including Walsall, Sutton Coldfield, Coventry and Worcester but mainly based in the Pinewood, Birmingham office.
Main Duties:
1. IT Support
* Assist office staff to rectify day to day computer issues.
* Liaise with external IT support to solve day to day queries and deal with any issues that arise, flagging to Office & Facilities manager if needed.
* Ensure staff are set up with IT profiles and phones to receive emails.
* Log any concerns regarding IT issues with Office & Facilities Manager.
* Ensure the photocopiers are in good working order and log any problems with the Office & Facilities Manager liaising with the technical support if needed.
* Set up new users on relevant photocopiers for print and scan etc.
2. Health and Safety
* Complete monthly office inspections across all sites acting on necessary work that must be addressed.
* Ensure that legal checks are made throughout the buildings ensuring appropriate contractors are used when needed.
* Ensure all relevant risk assessments are in place including fire risk assessments and that all staff and visitors are updated of any changes.
* Ensure all fire checks are done and equipment is maintained and serviced to meet legal requirements including boilers and fixed electric inspections.
* Ensure all staff are aware of safety and fire procedures and understand their legal obligations.
* Ensure fire wardens are appointed and receive training and handbook.
* Carry out annual asbestos reviews ensuring any issues are actioned and update the asbestos management schedule where appropriate.
* Ensure appropriate safety signage is correctly displayed at all sites.
* Ensure first aid boxes are clearly labelled, contents are correct and in date and there is the necessary number of first aid trained staff at each site.
* Ensure the accident report book is accessible and completed when required and any ongoing issues are reported to the Office & Facilities Manager.
* Ensure health and safety files are updated on Business Safe Online.
* Assist the Office & Facilities Manager with the administration of the organisations health and safety policy and procedure ensuring all health and safety documentation is completed.
* Deal with day to day health and safety issues that may arise.
Asset Management
* Record all ingoing and outgoing equipment using asset stickers and receipt of equipment forms.
* Complete and update the organisational asset list, liaising with finance department notifying them of new equipment and removal of old.
General Administration
* Cover front of house when required.
* Provide administrative support in relation to recruitment, i.e. posting adverts on Indeed, issuing application packs, undertaking DBS checks, reference requests, arranging induction packs as directed.
* Assist the Office & Facilities Manager with research and other special projects.
* Any additional administrative duties that may arise.
* Administrative support including letter writing, dealing with correspondence, copying, scanning and telephone enquiries.
* Take an active role in creating a safe and healthy work environment.
Minimum Requirements:
* Able to demonstrate knowledge of work systems, equipment, process and the use of the standard IT packages.
* Able to demonstrate knowledge of and a high level of competency with IT hardware and software.
* Previous comprehensive experience within an office environment, preferably with H&S experience.
* Previous experience of DBS processing desirable.
* Willingness to work across Midland Mencap sites as required.
* Professional, courteous and friendly telephone manner.
* Excellent communication skills, both verbal and written.
* Experience of using Word, Excel and Outlook in an office environment.
* Good time management, with the ability to prioritise workload and to work calmly under pressure and re-prioritise when necessary.
* Organised and efficient.
* Good team player, willing to play a key role within the Central Services team.
* Ability to work with light supervision only.
* Experience of working with confidential information and maintaining its security.
* Commitment to equal opportunities, and the ability to implement the Equal Opportunities Policy.
* Excellent interpersonal skills with the ability to quickly establish and maintain good working relationships at all levels.
* Ability to solve practical problems with minimal supervision.
* The willingness to cover annual leave, sickness and overtime as required.
Desirable:
* Understanding of Health and Safety including Fire Safety.
* Able and willing to learn about health and safety.
* Experience of using a database.
* Education to GCSE standard (or equivalent) in English and Mathematics.
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