Service Desk

**What's involved with this role**:
**Temporary Service Desk & Reception Coordinator / Admin**
**Reference no: Sussex BL TCL358421**
**Pay rate: £11.35 per hour PAYE**
**Role Length**:
**This opening assignment is for 6-7 months**
**Office based role** A Service Desk & Reception Coordinator is required to provide a customer focused service within the Central Estates and Facilities Service Desk. This role will be a mix of working on the Estates and Facilities Service Desk as well as HQ Reception. Key responsibilities:

- Provision of a customer focused service within the Central Estates and Facilities Service Desk including: point of contact for all fault/issues on E&F Services; accurately record service faults, determine routing, and maintain tracking to ensure remediation; purchasing and finance functionality.
- Responsible for the provision of administration services within HQ Reception (Estates and Facilities Department) including: first point of contact for all visitors; issue identification and visitor passes and maintain registers and records.
- Deliver a comprehensive Service Desk service to respond to, task and allocate requests for Estates and Facilities services or report faults to internal personnel or external contractors, partners, and other agencies for action.
- Provide a cost-effective service when purchasing items. Process order requests in accordance with customers’ requirements and their budget coding. Creating purchase orders and processing credit card payments in accordance with Finance and Procurement policies and procedures for all Facilities related products and services.
- Managing customer complaints related to contracted work for cleaning, grounds maintenance and printing. Assisting with bookings for travel, accommodation, venue hire and vehicle rental.
- Providing a HQ reception service to welcome and issue identification passes to visitors, contractors and suppliers, conference delegates, officers and staff, directing them to parking facilities, venues and classrooms.
- Maintain and update relevant system(s) inputting joiners, leavers and visitors ensuring that data is secure, accurate and up to date. Working closely with the Security Team who are responsible for maintaining security on site, ensuring only authorised people are permitted on site in line with policies, this includes checking IDs of those attending site and where required, their vetting level.
- Maintain relevant registers, records and diaries held or used within the reception area or function ensuring they are available for inspection as required. These can include Fire Information, Asbestos Registers, Visitor and Contractor Registers and Lost or Found property records.
- Responsible for recording all types of workloads in E&F’s CAFM (Computer aided Facilities Management System).

**“Role Requirements” - to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria**:
**Qualifications**:

- Educated to GCSE standard or equivalent experience.

**Experience**:

- Experience of office administration, customer service or similar is desirable.
- Experience using a CAFM system or 3i desirable.
- Experience of using SAP/SRM for purchasing desirable.
- Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.

**Skills**:

- Ability to assess situations and adapt communication style to meet the needs of those attending site. This could at times include interacting with individuals who may appear hostile towards the Police. In these circumstances the post holder must be able to remain calm whilst working under pressure.
- Planning and organising skills with the ability to manage deadlines, visitor diaries or parking requests.
- Capable of quick thinking and reactive problem solving.
- Capable of building and maintaining effective business relationships with stakeholders and suppliers.
- Strong IT skills using Microsoft packages or equivalent (e.g. G Suite).

**_To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF._**
**_If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity._**

**Other “Essential Requirements” - Please check to ensure that your CV addresses the following items**:

- **Our clients are generally seeking applicants who are reasonably local, so on that basis we would ideally like you to supply us with your address (or at least your post code) and a