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Admin Assistant
2 months ago
This role will be working Monday to Thursday 8am to 4pm and Friday 8am to 3:30pm.
The overall purpose of the role is to: be responsible for providing/delivering a range of administrative support functions as required for the Property Services Department to perform its full range of functions
KEY ACCOUNTABILITY AREAS:
Provide sensitive and comprehensive administrative tasks, including typing technical reports, taking minutes, organising multiple meetings, taking phone calls, and arranging fuel cards for hire cars. Assist in keeping the Knowzone up-to-date for the department.
Maintain records, filing and archiving of documentation in relation to building/contractor information to ensure that up to date copies of service reports, certificates, warranties, and insurance policies are filed correctly and timely to ensure that vital building legislation is adhered to. Accurately enter plant/equipment information onto Computer Assisted Facilities Management system (CAFM), updating information on a daily/weekly basis to ensure records are up to date.
Undertake financial administration and processing activities for the department. Raise detailed and complex orders for maintenance and facilities in relation to buildings. Often in excess of 200 orders a week. Act as central point for invoice processing, ensuring the correct approval is obtained and invoices are receipted to ensure payments are made promptly. Order items for Property Services such as office supplies, consumables etc.
Act as central point for the department in administering the Vetting process on Corevet for contractors and consultants. Check forms for accuracy and ensure they are submitted with the relevant information and supporting documentation. Liaise with relevant staff such as Vetting to ensure the required procedures are consistently adhered to. Regularly check with contractors and Vetting to ensure leavers are removed from Corevet to ensure database is up to date. Send out quarterly lists of people close to expiry to each contractor.
Provide an efficient and effective reception service to the HQ North site, which includes receiving visitors in a courteous manner, providing advice and directing as required whilst ensuring security procedures are adhered to at all times. Manage the booking and allocation of 2 corporate meeting rooms and ensure cleaning supplies are readily available in rooms for visitors. Receive courier deliveries and organise for the relevant department to collect, and chase up if needed.
Sort incoming mail ready for collection by HQ North departments as well as outgoing internal mail ready for collection by the Internal Dispatch Service. Provide help and advice to staff in relation to postal matters, processing franking for HQ North site, ensuring mail is prepared and ready for collection by Royal Mail.
Provide administrative resilience for Property Services systems and services including the helpdesk (CAFM), administration of the security access system, as and when required.
Assist with the storing and delivery of disability equipment to sites in line with the RAMP process. Liaise with recipients to arrange delivery, record and monitor information of where equipment has been delivered to. Monitor stock control, reordering when necessary.ESSENTIAL CRITERIA
Good standard of education with excellent literacy and numeracy skills with good communication skills at all levels, an NVQ Level 2 in Administration/Customer services or proven experience in a similar environment.
IT literate with experience in Word, Excel, PowerPoint, proven ability to manipulate data from a variety of sources and willing to learn new technology, databases and systems.
Proven ability to work as part of team, providing support and assistance as required.
Able to recognise sensitive information and maintain discretion and confidentiality.
Proven ability to communicate at all levels, both verbally and written, within a diverse customer focussed environment.
Must have capability to travel to different locations across the Force and undertake all assignments in a timely manner. Due to the requirement to work flexibly, and personal safety for lone working; public transport may not be available or suitable at these times. For this reason a full UK driving licence is considered essential.
This role will require some physical activity including handling/moving items including office supplies, stationary and post deliveries. Satisfactory completion of a manual handling course will be required (training given).
Previous experience of taking minutes in meetings.
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser
