Shared Services Partner

7 months ago

Edinburgh, United Kingdom with YOU Full time

**Shared Services Partner**

**Line Management Responsibility** Shared Services Team

**Accountable to **Head of Finance and Resources

**Terms of Contract **Full time

**Role of the Shared Services Partner**

Reporting to the HoFR, the role will be responsible for leading the Shared Services requirements of the organisation.

The role will have responsibility for organising day-to-day operations, ensuring efficiency, and creating and maintaining a professional working environment. They will develop, document and maintain systems and procedures with regard to all shared services related issues, and oversee the work of a small Shared Services team. They will have a high degree of autonomy over their responsibilities, require strong levels of problem solving and be able to manage competing demands. Responsibilities include Exec and Board support, Digital, H&S, Purchasing, GDPR, general enquiries and development of efficient ways of working that touch across multiple functions.

Regular travel to withYOU’s service locations will be required.

**Responsibilities of the role**

**General Business**
- Line manage the Shared Services Administrator
- Ensure general enquiries are dealt with appropriately, mail is sorted and shared mailboxes managed effectively
- Organise and manage site access, where required, for contractors.
- Organise ID badge preparation and issuance of security fobs.
- Coordinate the purchasing of items required for the organisation, ensuring the correct balance of cost/quality.
- Act as point of contact for relationship with building management and landlords across our sites and act as onsite contact for repairs and improvements, where required.
- Manage the organisation’s Supplier List, and support SMT in reviewing suppliers, as and when required
- Other duties as assigned or requested.

**Digital**
- Line manage the Digital Officer and oversee their areas of responsibility
- Manage and maintain withYOU’s asset register. As needed, purchase IT equipment and coordinate with the IT provider with regards to ongoing issues and equipment needs.
- Support the reconciliation of system data, including the impact of our work, for annual reports and ad-hoc reports.
- Work with heads of departments and managers to build and maintain our digital strategy, and ensure a digital first approach is embedded into our ways of working, ensuring an efficient, lean and modern approach to how we work now and in the future.

**Health & Safety**
- Be responsible for, and develop the approach to tracking of incidents and accidents
- Support Head of Services to ensure all service locations remain up to date and compliant with HSE requirements.
- Act as main contact with outsourced H&S provider(s)
- In conjunction with Landlords, ensure the safety of buildings from fire, theft and other hazards by initiating regular protocols on safety measures in the office.
- Prepare pertinent records and reports for the safety of the withYOU team and ensure that H&S training is kept up to date
- Carry out any necessary work station and building risk assessments per set template risk assessments.

**Executive Support**
- Oversee the upkeep of a calendar of key events for the CEO and SMT (e.g. regular Service Manager, SMT and Board meetings, and meetings with Regulatory bodies), including preparing agendas, tracking action items and taking minutes.
- Act as the secretary to the CEO and support the CEO in managing appointments, prioritising workload and in ensuring any necessary items are flagged for attention or action.

**GDPR / ICO**
- Support the Head of Finance and Resources in ensuring our information security is compliant with GDPR and other regulatory requirements
- Support the SMT in ensuring our approach to Cyber Security is well implemented and robust.
- Be the lead for quality management, such as IOSH 9001. Lead the development of our quality management approaches, and work with heads of departments and managers to ensure robust approaches to quality management, information security and cyber security are embedded in our ways of working.

Person Specification

Shared Services Partner

**Education and/or Professional Qualifications**

Essential
- SCQF Level 7 (or above) qualification in administration, business, ICT or similar related field (e.g. finance, hr, IT, health and safety).

Desirable
- SCQF Level 8 (or above) qualification in administration, business, ICT or similar related field (e.g. finance, hr, IT, health and safety).

**Experience & Skills**

Essential
- Demonstrable experience of line managing colleagues in a similar environment with impactful results related to developing others
- Previous experience in a shared services or administration or business area, with emphasis on generalist support across a spectrum of specialties
- Excellent ICT skills required, including existing familiarity with Microsoft365
- Sensitivity and experience in communicating with stakeholders from diverse sectors and backgrounds

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