Group Business Operations Administrator

3 weeks ago

Loughborough, United Kingdom Woodside Group Full time

Perm

Term time

Hours : 08:30-16:00pm

Days: Monday to Friday, 197 days per year, with 2 days to be worked during the summer holidays

**Role Purpose**: To be the first point of contact for all Facilities, H&S and Training related queries. Assisting the Safeguarding and Compliance Lead to deliver an outstanding level of service to the group across these areas.

**Skill Requirements**:
**Essential Personal Attributes**
- Drive, resilience, confidence, initiative, resourcefulness, calm under pressure, common sense and an ability to manage ambiguity.
- Ability to build rapport & trust quickly with both students & staff.

**Essential qualifications, technical skills & experience**
- 3 years+ experience as a HR Administrator/Generalist
- CIPD or NEBOSH Certificate
- GCSE or equivalent Maths & English (9-4/A*-C)
- Experience of using a variety of Microsoft software packages (Word, Powerpoint &Excel)
- Experience of creating a talent pipeline, identifying skill gaps
- Experience of H&S compliance and associated tasks
- Worked on a range of small and large projects

**Desirable**
- Experience of working in an education setting

Related degree
- Experience of using Gmail, G Drive, G Sheets
- Project Management Experience

**Key Responsibilities (including but not limited to)**:
**Health and Safety**
- Responsibility for diarising all property maintenance checks across all bases and ensuring they are carried out on time
- EICR
- Fixed Electrical Equipment/Appliance* Testing
- Fire Extinguisher Servicing
- Wired Alarm system (Preventative maintenance inspection)
- Wired Emergency Lighting system (Preventative maintenance inspection)
- Gas Safety Certificate
- Oil Fired Boiler Inspection/Service Certificate
- Asbestos Management Survey
- PAT Testing
- Legionella Risk Assessment
- Lightning Protection Survey
- Responsibility for creating and maintaining files for each base, containing the certificates for the aforementioned checks
- Responsibility for creating and maintaining a preferred supplier list
- Accountability for all contractors whilst they are on site
- Responsibility for auditing contractor performance
- Responsibility for scheduling and coordinating LRB Fire Safety and Health and Safety annual external audits
- Responsibility for scheduling all internal audits
- Responsibility for maintaining, chasing all actions associated with external and internal H&S and Fire audits
- Responsibility for maintaining, chasing all actions associated with Legionella risk assessments
- Manage H&S inbox queries and transfer job requests arising to the maintenance request list
- Maintain the maintenance request list
- Manage administration associated with the school’s rental portfolio and relationships with landlords e.g., booking inspections, organising property repairs etc
- Maintain and publish a list of Fire Marshals
- Maintain and publish a list of Mental health First Aiders and Mental Health Champions

**Purchasing**
- Manage all supplier relationships orders and payments Biffa, Konica, PHS, BT, Royal Mail, Shred It, Waterlogic etc
- Manage supply of oil to off grid bases
- Manage septic tank drainage for applicable bases
- Responsibility for managing and ordering Swithland water deliveries
- Responsibility for managing and coordinating PMS deliveries/collections
- Relationship management for insurance renewals, know expiry dates and obtain quotes

**Facilities (New bases)**
- Work as part of a team with the Premises Officer and Safeguarding and Compliance Lead to ensure the new base is set up in time for opening.
- Maintain a set up list for new bases with key milestones
- Ensure basic furniture order for new base is placed
- Organise and book in mandatory checks for new bases and completed in line with the requirements of the lease
- Ensure the property lease is scanned and uploaded to the drive along with any supporting documentation
- Ensure each H&S and compliance policies are implemented with procedures in place
- Ensure any ‘at risk’ lone workers are added to the stay safe app
- Ensure base risk assessment is completed by the Head Teacher
- Ensure mandatory training for new starters is booked via High Speed
- Responsibility for organising staff inductions including Fire Safety, Health and Safety, GDPR and Safeguarding, via the Safeguarding relevant lead.
- Responsibility for ensuring all induction paperwork is signed and returned by relevant parties and returned.

**Training**
- Responsibility for managing and maintaining the training tracker
- Responsibility for ensuring that annual/bi annual training refreshers are booked and carried out e.g., GDPR
- Responsibility for coordinating the planning of our annual inset days, by meeting with key stakeholders to understand what training is required then planning and coordinating accordingly

**General Admin**
- Accountability for ensuring rooms and/or venues for the training are booked via the Admin Assistant
- Accountability for ensuring refreshments are organis

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