Administrator

The role is new;u created to provide administrative support for the company, distribute incoming information to the appropriate people,arrange and book travel, make hospitality arrangements, provide switchboard and reception services and order stationeryand manage facilities.

**Job Summary**

To provide administrative support for the department including answering and placing calls via the switchboard. To organise corporate social events with the Operations Manager.To assist in running facilities including liaising with contractors and carryingout weekly and monthly Active Monitoring of the building. To provide Account Management for several key suppliers including stationery

**Key Tasks**

**Administration**

1.To carry out administrative work for the department and the Operations Manager.This includes, but is not limited to, call handling and distribution, sorting of incoming and outgoing post, data cleansing, filing and occasional reception duties.

2.Stock check and reordering for staff kitchen including wipe down of kitchen at the end of the day.

3.Stock check and re-ordering of Stationery

4.To organise corporate social and charitable events throughout the year in collaboration with other# Team Members.These include the Summer BBQ, the Christmas Party, Ten Year Club Lunch, general Social Events and Charity Days.

5.To update the company intranet - Share Point -with news articles and achievements as required.

6.To maintain archives and ensure that the storage area is used effectively and safely and is clearly labelled

**Facilities**

To assist the Operations Manager with the running of Facilities Management as follows:
1.Ensure that all legal and regulatory maintenance, monitoring and improvements in relation to the building is conducted in accordance to the law. This includes but isn’t limited to:
Water Hygiene Management, Fire Risk Assessments, Fire Door Inspections and day-to-day Fire Safety of the premises, Asbestos Surveys, LOLER compliance, Gas Safe Inspections and Air Conditioning Services.

2.Ensure all building services equipment such as lifts, water and heating systems, entry access equipment, and intruder and fire alarm systems are serviced according to compliance and any repairs and renewals are carried out.

3.Ensure Contract Management is in place for all contractors used on site including those responsible for: Key Holding and Security, Cleaning, General Repairs and Decorating, Guttering, Roof and Carpark treatments, Drains, Electrical & Plumbing works.

4.Ensure Weekly Active Monitoring is conducted for whole site and issues reported and actioned.

5.Ensure that breakdowns and subsequent repairs are effectively actioned

6.Assisting with annual COSHH audit; reviewing and updating risk assessments with H&S Manager.

7.To run the weekly fire alarm testing following a set procedure for reporting and recording.This includes carrying out the duties of a Fire Warden.

8.Be responsible for maintaining the Facilities Spreadsheet, and ensuring that servicing and maintenance is carried out in a timely manner and recorded appropriately.

**Account Management**

1.To build successful partnerships with key suppliers to ensure that the organisation receives a high quality of service and value for money, and to review relationships regularly.

2.To ensure that the organisation receives best value for money for Stationery supplies and review all accounts regularly.

3.To ensure that the organisation receives best value for money on office machinery and service contracts relating to this equipment.

4.To organise the ordering of new equipment when required.

**Break/fix**

1.To know how the photocopiers and franking machines operate in order to use and to provide general break fix assistance to others.

**Cover**

1.To have an awareness of other team members’ and the Operation Manager’s work in order to provide cover appropriate to the roles during breaks, holidays and sickness absence.

2.To assist other team members in ensuring the department runs smoothly with adequate cover in the absence of the Operation Manager.

3.To deputise for the Operations Manager in their absence

**Office Automation**

Familiarity with the following:
Microsoft Teams

Photocopier -different copying, scanning and printing options

Franking Machine - using different postage options in conjunction with the scales

Printers - selecting correct paper trays, duplex and colour printing options, knowing the functions

**Health and Safety, company policies and procedures**

1.Knowledge of Health and Safety, Quality and Environmental policies and procedures pertinent to the role

2.Awareness of Fire Procedures, fire call points and evacuation procedures

3.Awareness of H&S Policy, particularly this aspect described under Employees’ Responsibility

4.Awareness of H&S and Risk Assessments relating to Contractors on site.