JOB SUMMARY
The post holder will form an integral part of the Corporate Services Team with responsibility for the efficient and effective delivery of a broad range of administrative and site facility support duties. The main business functions of the post are property and premises management and administration services. This role will also require the post holder to fulfil high level administrative duties on behalf of the Head of Service and Corporate Manager.
KEY DUTIES / RESPONSIBILITIES
1. To provide high level administrative and site management support to the Corporate Manager across a range of corporate functions. This will include assisting the Corporate Manager in organising work programmes and schemes.
2. To act as a key contact for staff and visitors, providing advice and guidance as appropriate in relation to facilities management and provision.
3. To assist the Corporate Manager to ensure that facility issues are identified and addressed at the earliest opportunity and that risks are escalated as appropriate through continuous and effective monitoring to observe and maintain quality and ensure appropriate remediation.
4. To administer the various systems and processes operated by Corporate Manager to enable the efficient and effective discharge of the entire teams responsibilities.
5. Support the Corporate Manager in devising and maintaining effective and efficient corporate office systems making maximum use of technology
6. Support the Corporate Manager with the effective and efficient oversight of all corporate contracts and functions including managed print / travel / catering / hospitality / waste management / security / vending, supporting other corporate contracts as required.
7. To provide administrative input and organisation specifically in relation to Premises Management and Health & Safety issues to prepare the various returns, reports and statistics, both internal and external, to monitor, manage, and report on performance.
8. To oversee an effective and efficient front of house/Reception provision for the Headquarters facility, ensuring continuity, efficiently, quality, making maximum use of technology were possible.
9. To oversee general building daily upkeep, providing direction to Trust Porter staff and working collaboratively with the Estate Dept. in the provision of a high quality, well maintained, safe and well-presented Trust Headquarters facility.
10. To ensure Trust, Fire Management policies and procedures are adhered, providing direction to Reception and Porter staff on necessary fire checks.
11. Assist and support the Corporate Manager with the production of reports, briefing papers for multiple stakeholders for the purposes of governance, assurance and performance management.
12. To co-ordinate and contribute to the production of the Controls Assurance Standard (CAS) (or equivalent) documentation, including the compilation of supporting evidence, across a range of areas.
13. To work closely with the Corporate Manager and other Officers to ensure the effective and efficient discharge of corporate related work, escalating issues as required.
14. Work flexibly and provide cross-cover across the Trust for matters relating to the corporate services portfolio as required and in the event of planned and unplanned absence.
15. Servicing working groups/committees by preparing papers and reports, agendas, taking formal minutes and following up actions.
16. To effectively manage and address a range of Corporate queries received to the Trust, including (but not limited to) Assembly Questions, Lost Property Enquiries, Fixed Penalty Notices, Facility Fault Reports.
17. To provide administrative support to Trust, around corporate catering requests, maintaining accurate and effective records for auditing purposes.
18. To provide administrative support to Trust, around corporate travel and accommodation requests, maintaining accurate and effective records for auditing purposes.
ESSENTIAL CRITERIA
1a. 5 GCSEs at grade C or above, including English/English Language and Math or equivalent educational qualifications OR higher qualification AND 2 A Levels OR equivalent qualification OR higher qualification AND 1 years relevant experience*
OR
1b. 2 years relevant experience*
*Relevant experience is defined as experience gained working in an administrative or clerical role in a Property & Estates Management position.
The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:
Excellent Interpersonal Skills including the ability to communicate effectively both orally and in writing.
Ability to plan, organise and manage your time/work effectively to consistently meet deadlines.
Ability to use initiative and work independently and as part of as team.
Ability to develop effective working relationships.
Commitment to the provision of a high quality customer focused service and a culture of continuous improvement
Willingness to undergo further training and develop new skills as required by the demands of the post.
Why Temp with Staffline?
- Weekly Pay
- Easy, online timesheets
- Dedicated Consutant Support