Job Description

We are seeking a Workplace Assistant to be responsible for for assisting in the running of the Facilities department.

This role is a Fixed Term contract until 31 December 2026 and is working Monday to Friday 8.30am - 4.30pm.

DAILY DUTIES AND RESPONSIBILITIES

1. Post and Fax

• Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
• Local hand delivery and collection of mail
• Ensuring mail and courier services used are appropriate to customer requirements
• Distribution of incoming faxes
• Care, operational maintenance and ‘first-line’ fault finding of postage system
• Ascertaining originators of un-referenced mail by database search or issue of email notice

1. Reception/Meeting Rooms

• Provide reception cover if required, in agreement with line manager
• Review Condeco and liaise with the reception team to ensure correct set up of meeting rooms
• Where required, prepare beverages and deliver lunches to rooms at booked times
• Liaise with reception team to ensure rooms are cleared promptly and rearranged to standard set up
• Ensure rooms are stocked with stationery
• If required, assist with the set-up of IT/AV for meetings

1. Reprographics

• High volume copying, printing, scanning, collating and laminating of documents
• Binding documents for internal and external issue and for presentations
• CD bible production (Glasgow)
• Ensuring all documents are quality checked and returned within agreed customer timescales
• Providing 'first line' fault finding capability on all MFDs
• Calling out engineers to MFDs as and when required and recording outcomes
• Replenishing paper stock and replacing toners at MFDs throughout the office
• Arranging printing and copying with external providers within customer specified timescales
• Ordering and distribution of stationery and maintenance of office stock levels

1. Health, Safety and Environment

• Ensuring that the office is tidy and delivered items are cleared away promptly
• Carrying out office inspections, completing forms and helping to resolve issues
• Assisting with the co-ordination and control of contractors, including completion of authorisations etc.
• Reporting and recording of accidents and near misses
• Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
• Participation in other safety and environmental related activities as directed by line manager

1. New Starts and Internal Moves

• Carrying out health and safety and/or facilities inductions for new starts
• Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
• Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
• Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs

1. General Facilities Operations

• Production and updating of internal signage
• Responding to general requests from staff & partners (maintenance, porterage etc.)
• Providing support with general office administration, including the processing of invoices, ordering of business cards and name/desk plates
• Assisting with ordering of office equipment and furniture as required
• Undertaking daily flushing and weekly clean of drinks dispensers
• Ordering and distribution of catering consumables as required
• Operation and maintenance of the Vivreau water bottling machine, ensuring supply of fresh water for all meetings and events
• Participation in business continuity activities and upkeep of equipment and staff lists
• Provision of management information as requested by line manager
• Identifying opportunities for process improvement
• To undertake other duties as reasonably required by line manager

Person Specification

Qualifications

• Educated to GCSE or equivalent, including maths and English

Key Skills

• Ability to work both as part of a team and unsupervised
• Good communication skills
• Ability to work under pressure
• Ability to use PC based departmental systems effectively

Personal Qualities / Behaviours

• Good attention to detail
• Highly motivated with a ‘can-do’ approach towards all given tasks
• Adaptable to work in other areas of Facilities operations
• Understanding of privacy and confidentiality