Workplace Experience Specalist

1 week ago


Glasgow, United Kingdom PTW Full time

Title: Workplace Experience Specialist

Contract: Permanent

Hours: Full-time, Monday - Friday, 8:00 - 17:00

Location: In-Studio, Glasgow (8 Elliot Place, Glasgow, G3 8EP)

Start: ASAP

PTW Glasgow has a fantastic opportunity to join our Workplace Experience team. As the first point of contact for our employees and visitors, you will be an engaging, enthusiastic and expert facilitator who is excited about making a difference by providingan exceptional workplace experience.

The role: As our Workplace Experience Specialist, you will play an integral role in the smooth running of our studios. You will be the first point of contact for visitors and team members alike, as well as being responsible for the organisation of our facilities,administration, procurement, logistics and health and safety. The responsibilities will include, but are not limited to:

- Responsibilities_
- Ensure compliance with all policies and procedures, to guarantee a consistent level of customer service is delivered at all times to internal customers
- Adherence to procurement policy and approval matrix at all times
- Supplier management, quotes and reviews will be performed
- Maintain physical security compliance across the studio, by issuing Non-Disclosure Agreements, managing access cards and signing visitors in/out
- Welcome, all visitors, including clients, suppliers and internal employees to the studio with communications regarding visits etc.
- Provide tours of the facility to comply with the Health and Safety policy
- Direct visitors to the appropriate person/host
- Answer/screen/forward incoming phone calls - providing accurate information in line with our NDA
- Receive/sort/distribute mail/deliveries and handle outgoing mail/shipments
- Complete daily, weekly and monthly checks of the studio and record on the tracker any items requiring attention
- Manage inventory of stock for refreshments, stationery and all other stores including requests from Department Managers
- Keep updated records of studio expenses and costs
- Liaise with the cleaning contractor for all housekeeping requirements
- Process invoices & liaise with Finance as their point of contact for the studios
- Maintain filing and archive systems
- Prepare management reports as and when required
- Handle all Workplace Experience Logistics - at times liaison with other LOBs
- Be the onsite/offsite employees first point of contact for any facility-related issues (including utilities/ infrastructure/furnishings etc.)
- Ensure meeting rooms are clean, tidy, fully equipped and ready for use. Refreshments to be available including ordering lunches as requested
- Responsible for lockers and key management
- Some out-of-hours work may be required when dealing with contractors
- Produce agendas and distribute minutes of meetings
- Occasional communications to all PTW Glasgow colleagues
- Support Business Continuity Plan requirements
- Coordinate all front desk activities including ensuring the reception area is tidy and presentable
- Responsible for all administration tasks for the studio including maintaining all necessary trackers
- Other Workplace Experience duties as requested



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