General Information

Team:

Shared Service

Close date:

Friday, 30 September 2022

Working pattern:

Full time

Contract Type:

Permanent

Location:

Edinburgh

Department:

83 - 83 Facilities

Description & Requirements:

Position Purpose
Based in Edinburgh the Facilities Assistant is responsible for the onsite running of the Edinburgh office. This role also supports the Manchester office on an adhoc basis. This role is also a qualified First Aider and Fire Warden.

Main Activities
Office Management
  • Maintain security pass allocation for Edinburgh office. Issue new passes with pictures and replace any non-functioning passes to existing pass holders.
  • Monitor access control software in conjunction with UK Office Manager for regular audit checks as required by our ISO accreditation and clients
  • Liaise with building management regarding their security system and separate fobs for their doors
  • Liaise with suppliers to the office such as Water chillers, coffee machine, Confidential shredding, PAT testers, Cleaners, Fire Extinguisher providers and building manager.
  • Daily checks of office and equipment
  • Hosting landlord inspections as and when required
  • Cleaning - Managing day to day cleaning in the Edinburgh office.
  • Organising supplies for the office
  • Certifying ID for new starters on behalf of HR.
  • HR induction process support for Edinburgh

Health & Safety
  • Responsible for DSE assessments tracker management. This task includes creating DSE questionnaire, checking responses, allocating to appropriate DSE qualified team member and collaborating with the team to ensure all have the appropriate set up and compliant workspace. This task also includes asset tracking in conjunction with IT. Currently this tasks covers the whole UK.
  • Health & Safety Co-ordinator, attending quarterly meetings
  • Weekly Fire Warden checks, fire extinguisher and fire exits in particular
  • Assisting with carrying out Risk Assessments
  • Onsite presence for First Aid & Fire Warden provision

Reception Duties
  • To greet all visiting clients, prospects and suppliers and inform the relevant individuals within the Company of their arrival.
  • Assist the receptionist with answering incoming calls, answering calls quickly and efficiently directing queries to the appropriate individual or department.
  • Ensure visitors sign in upon arrival and issue a visitor pass to enable access to the rest of the building - including cleaners log book.

Meeting Rooms
  • Management of the booking system for meeting rooms and spare offices.
  • Liaise with the meeting organiser to co-ordinate any specific IT equipment or refreshment requests and action these accordingly.
  • Ensure meeting rooms are clean and presentable throughout the day.

Post / Courier Bookings
  • Incoming Mail - Sort by relevant department and put in collection trays.
  • Outgoing Mail - Prepare all outgoing mail for collection.
  • Be responsible for ordering all UK and international couriers, becoming familiar with routes to regular destinations.
  • Maintain a log of bookings to check against invoices when received and ensure costs are allocated to the correct department.
  • Be accountable for ensuring the service is reviewed and costs compared with other service providers on a regular basis.

Travel
  • Book all travel arrangements for any Edinburgh based staff
  • Maintain Corporate traveller profiles including the addition and deletion of users to the travel provider website.
  • Assist company travellers with any issues with booking travel

Key skills
  • Must be organised and able to carry out projects in a structure manner
  • Good Communication skills with all levels of the business
  • Professional Telephone Manner essential
  • Strong communication skills both oral and written
  • Proactive approach to the working environment

Qualifications and Experience
  • Previous experience of office administration
  • Previous experience of liaising with landlords
  • Previous experience of expense and finance processes is useful