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Head of Internal Services

3 months ago

Lichfield, Staffordshire, United Kingdom Ascom Full time

Objective & Purpose:

Assuring the effective functioning of Internal Services to provide an efficient and safe working environment for employees and their activities by using best business practices to manage resources, services and processes to meet the needs of the company
:

Role reports to:

HR Manager:

Key Tasks & Responsibilities:

  • Office Management & Internal Services
  • Facility Management
  • IT Asset Management
  • Fleet Management
  • Quality & Regulatory

Office Management & Internal Services

  • Ensuring high level services are provided in line with Internal Services metrics and against the organisational needs
  • Assistance to Senior Management based upon requests and needs
  • In collaboration with the HR department, participate in onboarding experience of new joiners
  • Supervising multidisciplinary teams of staff including cleaners, maintenance, grounds and security
  • Managing budget and ensuring costeffectiveness
  • Ensure delivery schedules, quantity and quality criteria are met

Facility Management

  • Ensuring the surrounding environment is in a suitable condition for all employees
  • Maintain the working environment & liaise with the landlord on maintenance related issues
  • Monitor fire alarm system maintenance and testing, liasing with the H&S responsible person
  • Allocate and manage facility space for maximum efficiency
  • Oversee facility refurbishments
  • Plan and manage central Internal Services such as reception, cleaning, catering, waste disposal and parking

IT Asset Management

  • Interact with HR & Customer Care Manager to ensure issue of IT materials to new joiners
  • Register and oversee distribution of IT materials
  • Order new IT materials when necessary in collaboration with Procurement
  • Provide an Office access pass and ID Badge (if applicable) to new joiners

Fleet Management:

  • Responsible for the efficient running of the Ascom UK car fleet
  • Dealing with the daytoday operation of the car fleet
  • Maintain car fleet compliance with company policies and procedures
  • Contact person for Lease Plan
  • Negotiate with suppliers
  • Resolve disputes
  • Analyse the effectiveness of operations

Quality & Regulatory

  • To perform assigned QA administrative tasks (data input & analysis, document management, etc) to the Quality & Regulatory Manager.

Requirements:

  • Excellent IT skills, including Excel and other Information systems
  • At least 5 years Administration experience in a busy office environment
  • Knowledge of managing Fleet cars desirable

Personal Qualities

  • Strong organisational skills & a quick learner
  • Self motivated
  • The ability to build relationships
  • Strong stakeholder focus and service orientation