Administration Assistant

2 weeks ago


Loughborough, United Kingdom Falcon Support Services Full time

**TITLE OF POST**: Admin Assistant to Facilities and Compliance Manager

**PLACE OF WORK**: Loughborough

**HOURS OF WORK**: 16 hours per week - hours and days negotiable

**RESPONSIBLE TO**: Facilities and Compliance Manager

**RATE OF PAY**: £10.25 per hour

**PURPOSE OF THE JOB**

In this role you will provide excellent customer service skills and administrative support to the Facilities and Compliance Manager. Supporting the management of Falcon Support Services properties; including being involved with Health and Safety, Security, Cleaning and Maintenance and Repairs.

You will also provide support to head office services.

**DUTIES AND RESPONSIBILITIES**

**Head office and facilities management**
- To complete weekly fire alarm checks and other property checks at the head office.
- To support customer services with Head Office building management.
- To maintain accurate records of donations, storage logs and asset management.
- Support in orchestrating donation collections.
- To update training laptops.
- To support in ordering supplies for facilities team, cleaning team and head office.

**Admin**
- To raise Po numbers and complete financial paperwork after receiving invoices.
- To ensure maintenance spend is logged on budget tracking spreadsheet.
- To organise meetings, diary/room management.
- To update and maintain staff contact lists.
- Support in the preparation of information for estates meetings.
- Update and maintain business continuity plan.

**Repairs, Maintenance, Health and Safety**
- To liaise with external contractors, maintaining and monitoring Contractors Lists, sending contractor compliance documents, filing, and maintaining records.
- Supporting procurement of new contractors and obtaining quotes.
- To support in maintaining and updating the servicing matrix and to file certificates.
- To update and monitor maintenance logs when required.
- To complete monthly property and maintenance compliance reports.
- Support in maintaining COSHH files.

The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

**General**
- To undertake any such additional duties that are reasonably commensurate with the level of this post.
- To undertake/attend any training and/or meetings as required by the job role.
- Ensure all aspects of the Equality and Diversity and Health and Safety policies are implemented effectively.
- Due to the nature of work, this post is exempt from the Rehabilitation of Offenders Act 1974 and will, therefore, require you to disclose all criminal convictions and comply with a DBS check.
- All employees are required by Section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions.
- This job description is not intended to be an exhaustive list but to indicate the main responsibilities of the post. It will be reviewed periodically to take into account changes and developments in-service requirements. Any changes will be discussed fully with the jobholder.

**Personal specification**
- Previous administrative experience required.
- Experience in scheduling or facilities work desirable.
- Knowledge of Health and safety desirable.
- Access to a vehicle UK driving license is desirable, but not a requirement.

**Job Type**: Part-time
Part-time hours: 16 per week

**Salary**: £10.25 per hour

**Benefits**:

- On-site parking
- Wellness programme

Schedule:

- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Loughborough: reliably commute or plan to relocate before starting work (required)

Work Location: One location



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