Duties / Responsibilities (Including Objectives of the role):
Role purpose
To provide administrative support to the Facilities Management department.
Main duties include:
- Provide pro-active administrative support to the department as required
- Diary Management and administration support for the Head of Facilities and other managers within the department
- In consultation with the Facilities Management team, map out and embed admin processes within the department, including document management
- Maintain training matrix for Facilities team member, including arranging mandatory, skill-based and developmental training
- Liaising with staff at all levels within the organisation
- Liaising with external professionals
- Complying with all internal procedures and policies including data protection, environment policy, etc
- Contributing to the Facilities Team meetings
- Developing and updating the department’s intranet
- Raising, assigning and following up requests for Facilities support, using the department’s CAFM system
- Maintaining records for absence, lieu time, overtime and holiday, etc.
- PPE and tool record management: updating logs and recording issue requests
- Toolbox Talk Administration
- Typing of technical information
- Organising CPD events and associated travel, hospitality, room bookings, etc
- Proof reading of documents
- Raising Purchase Requisitions
- Responding to Purchase Order and Invoice queries
- Minuting meetings
- Processing incoming and outgoing post when required
- Logging and scanning invoices
- Creating and maintaining databases
- Typing; letters, memos, notices etc
- Scanning of documentation to maintain electronic records
- Dealing with both internal and external telephone enquiries
- Arranging meetings and associated room bookings, travel arrangements, catering and other support resources as required
- Managing correspondence (post and e-mail), ensuring responses to information requests are provided in a timely manner
- Responsible for the Record Management Systems within department; filing, archiving and updating the Record Retention Schedule
- Organising O&M information; retrieving information when required
- Complying with all internal procedures and policies including data protection, environment policy, etc
- Assisting with Office Moves process
- Providing cover for other members of the Admin Support Team during busy periods and absence
- Any other duties as may be required which are commensurate with the grade of the post.
Qualifications and Experience
Skills and requirements
- Five passes at GCSE, or equivalent, at grades A-C including Mathematics and English or equivalent
- Experience of office administration
- Experience of using CAFM systems to raise and assign requests
- Experience of keeping records to ensure compliance with statutory legislation
- Proven competency in IT skills (Word, Excel, PowerPoint, Intranets and email)
Personal Attributes
- Organised and methodical
- Self- motivated, ability to work independently as well as part of a wider team
- Ability to use own initiative and resolve problems
- Willingness to be flexible in the nature of the role undertaking additional duties and working to tight deadlines when needed
- Willingness to undertake further training
Other information
Benefits
Car scheme, annual bonus, pension scheme, 25 days holiday + bank holidays and half day Friday.