Job Summary
The post-holder will provide an effective corporate business service in the Local Office, including managing the reception service for the 3 HSC Organisations based there. Key responsibilities include supporting the Assistant Corporate Business Manager with facility management issues such as health and safety, fire safety, security, waste management, environmental issues, first aid, and parking, ensuring legislative compliance. The role also involves administrative support to the Western Office Premises Committee, acting as a Designated Nominated Fire Officer, and supporting the Western Local Commissioning Group by organizing meetings and providing related support.
Key Duties and Responsibilities
Manage reception staff to support the functions of SPPG, PHA, and BSO in the Local Office.
Oversee security arrangements and access control at the reception area.
Ensure compliance with office procedures and maintain filing systems in line with Records Management requirements.
Manage a 'bring forward' system to monitor and meet deadlines.
Research, collate, and prepare reports and statistics to monitor performance against contracts.
Support internal working groups and committees, including planning meetings, preparing agendas, taking minutes, and following up on actions.
Present a professional image to visitors, members of the public, and contractors.
Manage mail reception, sorting, and distribution across the 3 HSC organisations, including outgoing mail processing.
Act as a key contact for issues related to Multi-Function Devices, including fault reporting and supply requisition.
Human Resource Management Responsibilities
Manage reception staff, including annual performance reviews, supporting personal development, promoting a supportive culture, and adhering to organizational policies in staffing matters.
Minimum Qualifications and Experience
Option 1a: 2 A levels, GCSE English and Maths or equivalent, plus 18 months relevant experience.
Option 1b: Three years relevant experience, including managing staff, facilities management, and at least 12 months in minute-taking and administrative support.
Proficiency in Microsoft Office (Word, Excel, PowerPoint).
Effective communication skills, ability to manage workload and meet deadlines, handle confidential information with discretion, and work independently and in a team.
Desirable Criteria
Experience in creating, operating, and analyzing Excel spreadsheets.
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