Department:

Operations

Reports to:

Office Services Manager

Supervisory:

Facilities Assistant

Days of work:

Monday to Friday

Hours of work:

9.30am – 5.30pm

Job Summary:

Support and deputise the Office Services Manager in all aspects of Office Services and Catering. Supervise the Facilities Assistant. Maintain the Cardinus Workstation Staff H&S Training and Workstation risk assessments; the Driving at Work risk assessments and other general H&S risk assessments and issues. Office security, including the provision and tracking of staff access passes.

Maintain the Office Services Helpdesk for all facilities administration, maintenance issues and building management. Responsible for all office cleaning including the sanitary, carpet, telephone and PC cleaning contracts.

Duties:

Support and deputies the Office Services Manager with all aspects of building management, office and catering services within the scope of the job description. Supervise the Facilities Assistant and promote the important and benefits of effective and efficient team working. Ensure adequate training, direction and motivation is provided. Ensure compliance with the Company’s Fire and Health and Safety Policy, championing ‘best practice’ and providing assistance/advice where required.

Maintain the Cardinus on-Line Health and Safety Training and Workstation Risk Assessment programme. Including: Upgrading the system as required; Ensuring all new staff are included on the programme and carry out their training and risk assessments; Ensuring staff whose circumstances have changed, ie: moved desks or are pregnant, renew their assessment; Monitoring all staff risks, actioning risks above the rating of 6 to reduce the level of risk; Keeping records of all actions taken; Organise personal assessments with external ergonomic consultant for staff with back, shoulder, wrist or arm problems and order ergonomic aids as required.

Organise repairs to aids. Complete Driving at Work risk assessments, ensuring they are renewed once a year. Complete other general H&S risk assessments and logs as required and liaise with the company’s Health and Safety Consultant to ensure all advice and recommendations are actioned and adhered to. First Aid training and organise the training of other First Aiders. Responsible for the monitoring and replenishing the first aid boxes and other first aid requirements. Co-ordination of fire marshalls, their duties and training. Responsible for checking and logging fire equipment in accordance with health and safety legislation.

Maintaining and administering the Universal Door Access System, including: Responsible for the provision and tracking of all door access cards. Photograph new staff and prepare printed door access cards. Liaise with Broadgate Estates to add all door access cards to the landlord’s security system, including Lloyd’s passes belonging to clients. Keep a log of Lloyd’s passes added to the security system. Checking system for door alarms and investigating faults. Resolving issues and clearing system of faults.

Back up the Universal Door Access System onto a memory stick once a fortnight. Ensuring the premises are secure at all times. Dealing and reporting on door faults and security breaches. Prepare monthly Office Services reports for Office Services meetings. Organise the monthly Office Services meetings, including preparing the Agenda and Minutes and circulate to the Office Services team. Maintain the Office Services Helpdesk for all office services maintenance and servicing issues and requests.

Monitor the progress, ensuring all issues are resolved and communicated. Liaise with Broadgate Estates with in-house maintenance and building management issues. Co-ordinate the service and maintenance of mechanical & electrical equipment. Monitor the Building Management System (BMS) with air conditioning and leak detection issues, making limited setting changes where necessary. Attend Plantation Place Tenants’ meetings held at Broadgate Estates and take notes of action as required. Organise bike and car parking in the basement.

Prepare all invoices for signature by Office Services Manager, including coding all items to cost centres. Resolve invoices with queries within one week of receipt. Responsible for office cleaning, liaising with the cleaning contractors for general office cleaning and the cleaning of the carpets, telephones, PCs and the sanitary ware contractors. Liaising with the Room Services Co-ordinator for room services cleaning issues. Responsible for the maintaining of the office plant contract. Monitor and maintain key risk indicators in accordance with the Risk Register. Assist the Office Services Manager with project planning of office reorganisations, re-decorations and office repairs. Use Autocad to space plan office reorganisations.

Maintain the Facilities section of the staff hand book and intranet Facilities section as required. Prepare and develop Office Services procedures. Source and purchase furniture and office facilities equipment and liaise with suppliers. Assist with the renewal of contracts and liaise with the Risk Assurance Group department. Input new staff names onto the Vicinitee/Plantation Place on-line booking system, allocating access rights where appropriate. Complete contractor access permits, help desk tickets, visitors and loading bay bookings on the Vicinitee/Plantation Place on-line booking system.

Organise temporary staff required for the Office Services department. Carry out any other reasonable duties to ensure the efficient operation of office services, and building management within the scope and purpose of the job description. Attend and participate in training as required. Comply with the Data Protection Act.

Technical Skills:

MS Office Windows Word - Intermediate Excel - Intermediate

Education and Qualifications:

A Level English and Maths with a minimum ‘C’ pass

Relevant Experience:

Experience in office facilities and administration Health and Safety knowledge Knowledge of the insurance market.

Personal Skills:

Professional approach Excellent organisational skills Able to work independently Flexible and adaptable Ability to work effectively under pressure Excellent verbal and written communication skills with the ability to liaise at all levels Be assertive, sensitive and aware of emotional demands of colleagues and clients Smart and well presented Keen to widen knowledge.