Job Objectives and Responsibilities
* To provide an effective and efficient administration service to the Security department.
* Ability to work as part of a team, being proactive in a demanding work environment
* To support functional teams at all levels in providing a fully comprehensive administration service to enable successful delivery of the Team's priorities.
* To work as an integral team member to meet the needs and expectations of the organisation, stakeholders and business.
Main Duties and Accountabilities
* Provide routine support to the Head of Security
* Manage and monitor Heathrow IRC's security reports.
* Develop positive and progressive relationships with internal and external stakeholders and colleagues.
* Maintain a system for the effective processing of security reports ensuring any identifiable action is reported to the Head of Security.
* Create and maintain manual and computer records and files such that records are up to date and information can be accessed readily.
* Assist where required to produce and distribute, as required, documents and information, often of a confidential and sensitive nature, in a timely manner consistent with company standards of efficiency and accuracy.
* Attend and collate minutes and note‑taking during meetings for the Head of Security, as required.
* Develop and introduce innovative processes and procedure to improve efficiency and overall productivity of the administrative function within Security.
* Support the wider administrative team, undertaking duties as required, to assist in the smooth running of the Centre.
* Promoting continuous process Improvement.
* Ad hoc administrative duties.
* Produce graphs and data for analysis
* Monitor and produce evidence from CCTV and other sources
* Assist with security training for staff and stakeholders.
Person Specification
* Previous administrative experience is required, ideally within an operations or security department.
Delivering Excellence
* Produces high quality, accurate work to timescale
* Follows and understands Care & Custody standards and procedures
* Clearly understands consequences of not achieving standards
* Records and checks information and documentation accurately
* Maintains concentration and focus on task/job in hand
* Actively seeks ways to make improvements
* Accepts responsibility for own actions
Communication
* Is confident, clear, accurate and to the point when sharing/giving information
* Maintains eye contact when communicating
* Asks questions and probes to gain relevant information
* Summarises key relevant points
* Seeks clarification when necessary
* Listens to and carefully reads instructions and information
* Is discreet and maintains confidentiality of information
* Is polite and tactful
* Checks theirs and others understanding
* Adjusts language to the demands of the situation
* Uses non‑verbal communication constructively and effectively
Safety, Dignity and Diversity
* Shows respect for others treating people fairly with dignity and consideration
* Knows the Company policy on safety, dignity and diversity
* Maintains the health, safety and welfare of self and others
* Does not discriminate against or harass others
* Challenges inappropriate behaviour and language explaining why it is unacceptable
Planning & Organising
* Is organised and structured in approach
* Prioritises and manages own time effectively
* Organises and plans own workload
* Completes tasks on time, meets deadlines
Decision Making
* Obtains checks and understands all relevant and available facts before drawing a conclusion
* Recognises the need to take action
* Uses basic rules, common sense and past experience to identify problems
* Recognises when a current situation is like a past situation
* Understands how own tasks relate to wider framework
* Assesses situations objectively
Change Orientation/Flexibility
* Is open to change and is flexible
* Is willing to try out different ideas, solutions, technologies and working practices/methods
* Adapts to changing requirements and priorities
* Quickly picks up new ideas and ways of working
* Supports and assists with implementation of new ideas
* Maintains effectiveness during rapidly changing situations or priorities
* Makes suggestions to improve practices, systems and procedures at work
* Questions existing methods constructively with the aim of improving service delivery
Resilience/Drive
* Picks up problems, takes the initiative and deals with them without unnecessarily passing upwards
* Consistently delivers what is required to deadline
* Recognises importance of meeting objectives
* Bounces back after setbacks
* Keeps difficulties in perspective
* Accepts challenging work
* Seeks feedback on performance and constructively accepts it
* Evaluates own performance
* Accepts responsibility for own development
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