Job Title: Admin & Facilities Coordinator
Reporting to: HR Business Partner
Contract: 6-month fixed term contract
Working Hours: 17.5 per week
Location: York City Centre
Grand Central (GC) is an open-access train operator linking the North East and West Yorkshire with London. We provide the smaller communities on the East Coast Main Line with direct access to London, at affordable prices.
GC may be a small operator in the railway industry, but we have a big impact. We are part of Arriva Rail Services which is formed of Grand Central Rail, Arriva TrainCare and Arriva Road Transport Services (ARTS) and we work closely with Arriva Train Operating Companies.
We are looking for an individual with an administrative background that has experience in facilities/office management.
The role is 17.5 hours per week (0.5 FTE) and we are happy to be flexible on what the working schedule looks like. Whether you would like to work 4 days per week and shorter hours or 2.5 days per week, we are happy to have a conversation about what meets both your needs, and the business’s needs.
Responsibilities
The Admin & Facilities Coordinator will be responsible for a range of activity within the below areas:
1. Provide support and assistance to the HR team and Heads of Department when required.
2. Take meeting minutes as required ensuring that attendees receive the notes within a timely manner.
3. Coordinate the submission of the Ops report on a periodic basis (monthly).
4. Facilitate and coordinate the monthly period review.
5. Administer and roll out the hot desk booking process within the office to ensure effective use of the space.
6. Oversee the authority to travel process and issue competition tickets in line with policy.
7. Ensure the GC telephone list is maintained for starters and leavers.
8. Maintain building access rights.
9. Manage relationships for facility related services.
10. Oversee day-to-day office operations, ensuring a clean, organised and safe workplace.
11. Assist with employee queries and processing hotel/accommodation booking requests that are required outside of the NEO system.
12. Assist the GCHR Officers where required with the administration side of onboarding and offboarding processes.
13. Support with the benefits administration processes
14. Maintain inventory of office supplies and coordinate procurement as required.
15. Process HR purchase orders via Oracle
16. Organise adhoc events and conferences, book meetings both internally and externally in line with agreed budgets, ensuring adequate refreshments are available where appropriate.
17. Process deliveries, arrange couriers when required and manage the distribution and posting of mail on a daily basis.
To be eligible to apply, you must:
18. Be highly computer literate with advanced Office 365 skills
Benefits
19. Unlimited Free Travel for you and eligible immediate family members on all Grand Central services. In addition, we currently offer concessionary travel on other Arriva Trains UK franchises (CrossCountry, Chiltern and Arriva Rail London).
20. Access to the entire Headspace library - your personal guide to mindfulness, sleep, focus, movement and more.
21. Contributory Pension Scheme: Arriva Workplace Pension Plan (AWPP) provided by Standard Life.
22. Employee Assistance Programme provided by Health Assured: free, confidential 24-hour telephone counselling and information services.
23. Benefits available upon completion of probation period (3 months):
24. Rail Staff Travel - discounted rail travel at 75% on off peak or anytime rail travel within the UK
25. Friends & Family Passes- pro-rata allocation of return standard class journeys.
26. Company Medical Insurance provided by AXA PPP Healthcare (taxable benefit).
27. Cycle to Work Scheme
28. Arriva Village employee rewards and benefits scheme
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