£ 25000 Per year
Administrator
Part Time
Job Description
- Managing office desk plans and requests from non-office based employees
- Ensuring office supplies are ordered and topped up throughout business units and kitchen; including stationery, kitchen and cleaning supplies;
- Answer and screen telephone calls, respond to emails, messages and other correspondence;
- Professionally greet and receive visitors and clients;
- Ensure office facilities are available, clean & well-maintained;
- First point of call for employee IT support requests (both in person and via Mojo system) and divert to the appropriate manager for next step action as required.
- Complete the full IT set-up for new starters/leavers; including IT equipment and systems, including but not limited to key fobs, google suite, HR systems etc.
- Tracking return of Company equipment and assets within Company timeframes
- Coordinate the shipping/receiving of items for remote workers
- ADHOC ordering of supplies for office based events, when required
- Arrange travel and accommodation for remote workers;
- Assist Learning and Development Manager with required administration
- Office administration as required
- Coordinate the work of external providers; complying with HSE guidance on work permits required.
- Maintenance schedules for cleaners, premises and ground maintenance contractors to ensure consistently high standards of hygiene, cleanliness, upkeep and safety.
- Ensure list of key contacts/suppliers and out of office support details are kept up to date for use in the event of an emergency.
- Complete lock up checklist for extended periods of leave and coordinate relevant contractors to ensure office is ready for closure
- Carry out monthly check ins with contract cleaners
- Coordinate essential services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling;
- Log key providers of services in a central location considered where appropriate;
- Manage office access fobs and lanyards for employees and visitors;
- Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies;
- Respond appropriately to emergencies or urgent issues as they arise and deal with the the subsequent actions
- Responsible for the overall security arrangements of the premises, ensuring that employees are aware of the procedures on security and the use of alarm systems.
- Ensure adequate cover of key holders for early morning/late night securing of premises.
- Work with our external Health and Safety advisors to ensure the building meets legal health and safety requirements and the office is compliant.
- Ensure compliance with legislation such as fire wardens, first aiders and fire alarm testing.
- Maintenance of fire alarm systems including periodic checking of equipment;
- Complete daily/ weekly and monthly checklists to ensure safety compliance
- Ensure all first aid incidents are reported accurately and within required timescales;
- Identify hazards and obtain safety information, design and apply appropriate risk control systems, workplace precautions and quality control procedures;
Required Knowledge, Skills, and Abilities
- Demonstrable experience in a support or office management role
- Experience in managing third party providers
- Proactive and can-do attitude
- Ability to manage confidential information
- Excellent organisation and communication skills, both written and oral;
- Ability to multitask, managing a variety of projects simultaneously;
- Proficient in using Google Suite/Mac
- Qualifications in Health & Safety or recent and relevant experience in this field
- Certificate in Business Administration or a similar qualification
- Strong knowledge of databases and tracking systems
Reference no: 90858