Soft Services Administrator

**JOB TITLE**

Soft Services Administrator

**LOCATION**

Summit Avenue, Farnborough, GU14 0FB (Southwood, near to Fleet Spurs/Motorway)

**HOURS**

This is a part time post:

- 5 days per week,
- 20 hours per week,
- Monday to Friday,
- 10:00-14:00

**RATE**

£11.42 per hour

**JOB OBJECTIVES & RESPONSIBILITIES**
- **To co-ordinate Soft Services, ensuring that sub-contractors carrying out their duties effectively and efficiently in accordance with contractual requirements**:

- **To follow the Company's Health, Safety and Quality procedures within the course of the role.**:

- **To undertake successful training specific to this role**:

- **To work alongside the Soft Services Contract Manager**

**MAIN DUTIES**
- Organising and maintaining all paperwork and records as required
- All general office duties including filing, scanning and printing all documents required for the running of the business
- Monthly KPI report for the client
- Ensure PO's are raised and Invoices processed in a timely manner and financial tracking is maintained
- Assist the Management team as and when required
- Take minutes for meetings as and when required
- Take minutes for HR matters, maintaining confidentiality
- Monitor work performances with QAudits to ensure the correct standards are being met
- Ensure Toolbox Talks are completed and Health and Safety is adhered to
- To become fully conversant with the contractual requirements and act and support accordingly to resolve problems
- Assist the Management team with updating the planning of staff, including plan/organise overtime when there is a shortfall ensuring the Management team is kept informed
- Report all accidents and / or potential hazards to the Soft Services Contract Manager and MITIE EcoOnline
- Deal with Customer complaints immediately and in a professional manner
- Adopting the clients “Don't Walk By Attitude” report any damage or defects to the Helpdesk and Soft Services Contract Manager and log where appropriate
- Conduct equipment condition audits highlighting defects to the Soft Services Contract Manager, securing faulty equipment is out of reach to operatives until deemed safe to use, maintaining equipment service records, booking in services/repairs.
- Undertaking auditing of all equipment stores, materials storage cupboards ensuring they are kept clean, secure when not in use in compliance with COSHH.
- Assist with management and implementation of health and safety procedures, working closely with Health and Safety Managers and ensure that all aspects of health and safety are followed and adhered to
- Any other duties asked by the account Manager and senior management team.

**Personal Qualities**
- **_Previous Administrative experience Required_**:

- **_Must_**_ be computer literate _**_and competent in the use of Microsoft Office: Outlook, Word, Excel and Powerpoint_**:

- Experience of the following software systems would be an advantage: TASK Contractor, Sharepoint, Panama
- This is a part time post:

- 5 days per week,
- 20 hours per week,
- Monday to Friday,
- 10:00-14:00
- Must have a flexible approach to the role
- Be a team player but also can work on own
- Trust worthy
- Must fall into the required shift pattern as deemed suitable to meet Contractual requirements.
- To undertake any other related duties which are within the job holder's capability, according to the needs of the business and as directed by the Line Manager.
- Open to carry out any training needed for the role and personal development
- Previous experience essential but full training will be given on specific systems
- A can do attitude is a must as is a good work ethic
- A good sense of humour
- Good understanding of Health & Safety
- This role will require you to be flexible with your working hours due to cover requirements
- Demonstrate good decision-making skills in a timely and confident manner
- Drive for continuous improvements in service delivery, ability to generate novel and creative solutions to challenges with progressive outcomes
- Ability to consistently promote and maintain high standards of quality of work
- Able to use own initiative, ability to challenge, push the organisation and self to excel and achieve