Facilities Assistant

1 week ago

Douglas, United Kingdom Canada Life Full time

**Location**: Isle Of Man

Canada Life UK looks after the retirement, investment and protection needs of individuals, families and companies. We help to build better futures for our customers, our intermediaries and our employees by operating as a modern, agile and welcoming organisation.

Part of our parent company Great-West Lifeco, Canada Life UK has operated in the United Kingdom since 1903. We have hundreds of respected and supported employees committed to doing the right thing for our customers and colleagues.

Canada Life UK is transforming to create a more customer-focused business by providing our customers with expertise on financial and tax planning, offering home finance and annuities propositions, and providing collective fund solutions to third party customers.

**Job Summary**
- To be the on-site support for provision of an efficient and effective post and office administration service to the Isle of Man office. The role holder plays a key role in the delivery of good service to our customers through the timely and effective management of incoming post. The role holder also has an important role in the experience of colleagues and external visitors of the Isle of Man office.
- This role is a combination of administrative work and light physical activity.

**What You'll Do**

Incoming post

Manage the receipt of incoming post to the Isle of Man office and its prompt and accurate delivery to the correct destination.

Duties include:

- Ensuring post is delivered to the office daily within the service standards agreed with Isle of Man Post Office.
- To open, sort and stamp incoming mail for distribution to the appropriate business units within agreed timescales including regulatory and legal correspondence.
- Manage the safe return of original documents back to the relevant party in a timely manner and following GDPR requirements
- Manage the safe disposal of incoming paper and packaging in line with procedures.
- Take receipt of deliveries to the office and ensure the appropriate colleague receives the item
- Providing management information on incoming post volumes as required.

Scanning

Provide an efficient and timely service with respect to the daily scanning and indexing of documents and other records.

Duties include:

- Accurately prepare and scan the post so that it is received by the correct team to support achievement of quality service to customers and external parties.
- Processing any additional scanning from the departments in a timely manner
- Maintaining records to enable scanned documents to be retrieved within the two week timeframe.
- Carrying out simple and routine maintenance on scanning equipment to ensure clear reproduction of original documents.
- Boxing and securely storing scanned files for a period of two weeks and to arrange destruction after that time.
- Keeping procedures up to date and providing training on the scanning system
- Providing Management Information on scanning volumes as required.

Support for day-to-day operations

Manage a range of office administrative activities to ensure a positive experience for colleagues and to support customer facing teams to achieve positive customer service. Duties include but are not limited to:

- Monitoring stationary demand and ensuring supply.
- Maintain relevant procedures for function where localisation is required.
- Monitor in-box and ensure professional and timely response are provided to internal and external senders.
- Work with teams to eradicate paper scanning requirements where possible.
- Ensuring scanning equipment is maintained.
- Provision of cover for the Facilities Assistant - Building and Contracts
- Ad hoc support for other projects as and when required

**Who You Are**
- Good communications skills
- Good team player able to build good relationships with colleagues
- Ability to manage day-to-day workload and see tasks through to completion with mínimal management supervision
- Good working knowledge of MS Office Applications (Word, Excel, PowerPoint)
- Experience of delivering a positive welcome to colleagues, visitors and delivery staff to the office

**Benefits of working at Canada Life**

We believe in recognising and rewarding our people, so we offer a competitive salary and benefits package that’s regularly reviewed. As a Canada Life UK colleague, you’ll receive a competitive salary and comprehensive reward package including a generous pension and bonus scheme, along with, income protection, private medical insurance and life assurance. We have a fantastic number of other benefits and support services as well as regular personal and professional development.

**How we work at Canada Life**

Our culture is unique and incredibly important to us. We care about doing the right thing for our people, customers and community and helping others to build better futures. Our blueprint behaviours shape and influence how we work, and are central to the relationships we have with others. Every day we are

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