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
Our Vision:
A world where everybody is valued and included as active and equal citizens in their community regardless of need.
Our Mission:
That everybody has access to safe, secure and quality places to live, with the right care, support & information to live the life they choose and to have access to meaningful & fun opportunities and activities.
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
Technical Problems
• 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. Heath 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, issue application packs, undertake DBS checks, reference requests, arrange 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
Please note the following information
The post holder is expected to:
• Comply with statutory requirements and the organisations policies whilst carrying out their work. The post if one of continual development and the post holder will be encouraged to develop skills and capabilities, including participation in projects and training events
• At all times carry out their duties with due regard to Midland Mencap’s Equal Opportunities Policy
• In the course of their duties will come into contact with confidential or sensitive information and will work in manner that protects confidentiality and adheres to the principles of information governance
• Perform other reasonable duties at the request of senior staff
• Work independently and efficiently across all sites – reporting back to the Office & Facilities Manager
This job description is subject to amendment in line with the developing service and following consultation with the post holder.
The post holder is subject to a DBS, this is payable by the new employee before they start employment.
Applicants must be able to demonstrate:
• 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
It will be desirable for applicants to demonstrate:
• 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.
When Applying for the Registered Domiciliary Care Manager job role please complete the 2 forms below and attach them to your email when you apply:
Word Document Format:
Application Form Word
Equal Opportunities Monitoring Word
PDF Format:
Applications Form PDF
Equal Opportunities Monitoring PDF
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