Admin Assistant

2 weeks ago

Chippenham, United Kingdom SSS Public Safety Full time

We have an excellent opportunity for an Admin Assistant to be based in our offices in Chippenham.

**Location**: Chippenham
**Salary**: Competitive
**Hours**: 25 hours (This will be a mix of 8am or 6pm finishes)
**Travel**: There may be a need to visit other SSS offices from time to time.

**Key Duties & Responsibilities**:
Facilities coordination
- Report facilities requirements e.g. repairs, improvements to manager
- Coordinate communication with 3rd party facilities providers e.g. cleaners
- Arrange maintenance works through 3rd party provider where required
- Provide monthly update on facilities matters for Facilities Service Review meetings

Starter and leaver duties (access management)
- Issuing/cancelling of proximity cards
- Altering details/dates on passes as required
- All paperwork from managers to be saved for audit purposes.
- Maintaining starters/leavers and movers monthly reports
- Maintaining Guards/Post staff list

Reception
- Switchboard - answering and forwarding calls as appropriate
- Post - incoming post accurately distributed and outgoing post processed/franked
- Informing staff members of arrival of parcels/signed for post for their collection.
- Manage the ordering of buffets and refreshments for customer meetings
- Providing support with buffets, refreshments for customer meetings
- Ordering of stationery
- Meeting, greeting all external visitors, ensuring signing in (and signing out) process is followed, informing the member of staff they are visiting. Escorting visitors if necessary.
- Control of Projector Bookings
- Booking of meeting rooms
- Reserving Parking for visitors
- Taxi Bookings
- Issue of car passes for parking and input onto database
- Policing of car park
- Liaising with guarding staff, passing on appropriate messages etc.
- Vigilance in maintaining security procedures and policies
- Ensure all staff are entering building correctly challenging if necessary
- Issue of temporary passes to appropriate visitors and to staff if they have mislaid/forgotten their own
- Ensuring all temporary passes are returned
- Assisting staff with reporting facilities issues to facilities staff
- Tannoy announcements from switchboard
- Hand over to Security Officer at the end of day
- Able to make a positive impression on others and can communicate clearly and fluently.
- Able to prioritise tasks and escalate any high-profile issues.
- Dynamic and Innovative.
- Dependable, positive, honest and open.
- Good Communication skills.
- Self-starter, resilient to pressure and able to work in a multi-paced, change oriented environment.
- Must hold a full UK driving License

**Why work for us**: We aim to offer an inclusive and great place to work. We are passionate about building diverse teams and celebrating individuality. We love seeing our people grow and develop their careers and in return we reward talent with competitive salaries and great benefits. When you choose a career with us you also get access to a wide range of excellent, highly competitive benefits such as:

- Career progression
- 23 days holiday (rising to 27) with the opportunity to buy extra leave
- Flexible/Hybrid/Remote working (depending on the role)
- Voluntary benefits designed to suit your lifestyle - from discounts on retail and socialising, to health & wellbeing, travel, and technology.
- Company contributory pension scheme, life assurance, 15 weeks’ fully paid maternity, adoption and shared parental leave, two weeks paternity pay and plenty more

**Benefits**:

- Company pension

Work Location: In person

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