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Estates and Office Assistant

Closing date for applications: 13 January 2017

Job description

  • To assist the Health and Safety Manager with administration, co-ordination and organisation functions
  • To assist the Estates Director, Head of Property and Facilities team with administration, co-ordination and organisation functions
  • To assist the Facilities Manager with administration, co-ordination and organisation of the site Head Office building.

Full time 37.5 hours Mon – Fri, 9am – 5.30pm
Some flexibility to offer slightly reduced (pro-rata) hours and/or hours within a
Mon – Fri, 8am – 6pm range

Key Responsibilities:

  • Request and collate H&S, Estates and Facilities information from various business areas as needed
  • Assist the H&S, Estates and Facilities team with the generation of business reports
  • Management of the H&S Enquiries Email Inbox
  • Management of documents, records and data within H&S, Estates and Facilities filing systems
  • Assist with the creation and administration of H&S, Estates and Facilities management databases
  • Administer a system of Facilities contractor pre-use selection and approval
  • Administer the H&S Budget and make financially astute purchases where requested
  • Administer spend on the Estates team credit card
  • Assist the Estates team with organisation of any events
  • Assist the Estates team in identifying suitable potential suppliers of H&S and property services
  • Organise and take Minutes at Estates meetings and produce / distribute Minutes accordingly
  • Administer an on-line H&S training programme and manage user needs
  • Administer the issue of DSE User bespoke equipment
  • Collate, record and report on H&S Incident data
  • Administration of the Parking Lottery
  • Promotion of Estates team activities
  • Some office management duties, plus office organisation and launch of office initiatives, being the local point of contact for office H&S and facilities needs, taking on lead office H&S roles
  • Carry out any other reasonable duties requested by the H&S Manager or Estates Director
  • Carry out other reasonable administration / assistance requests made by the Facilities team.

Additional skills / responsibilities

Qualifications & Training

Required:

  • A good level of English and Maths competence, ideally evidenced by qualification.

Desired:

  • Qualification(s) in Administration
  • Qualification(s) in Office Management.

Experience Required

Required:

  • Administrative work
  • Business reporting
  • Use of Information/Data Management Systems
  • Office support.

Desired:

  • An administration function within a large and diverse organisation
  • Office management
  • H&S management
  • Facilities management.

Knowledge/Skills

Required:

  • Very capable in the use of computer software systems: Word, Excel, Outlook and Powerpoint.

Desired:

  • An interest in H&S in the workplace.

Personal attributes

  • Highly organised, in terms of both personal approach and work delivery
  • Able to effectively manage competing deadlines and suitably prioritise
  • Able to produce professional, accurate work, with good attention to detail
  • Clear and concise (effective) communication skills, both written and verbal
  • Able to make financially sensible decisions
  • Self-motivated, proactive and self-sufficient
  • Able to integrate well within a team and be team focused
  • Be personable and able to elicit co-operation
  • Demonstrates a positive attitude to H&S in the workplace
  • Able to receive and handle sensitive or private information professionally.

Organisational Compliance

The position holder must comply with applicable laws and Study Group policies in relation, but not limited to: Health and Safety, Anti-Discrimination and Harassment, Anti-Bribery and Corruption and those specifically relevant to the role and authority of the job holder.

Apply

To apply, please send CV and completed application form to Amie Plummer.