Hard FM Admin Assistant

Role Responsibility:

HARD FM ADMIN ASSISTANT

Salary: £26,000 – £30,000 per annum

Working Hours: Permanent, Full Time, 40 hours per week, Monday to Friday between 8:30am and 5:30pm

Location: Nuffield Orthopaedic Centre, Oxford, OX3 7LD

G4S Facilities Management we have an exciting opportunity for an Admin Assistant to join our team on a full-time, permanent basis based at Nuffield Orthopaedic Centre, Oxford.

This role will support the Hard FM Manager and Hard FM Operational team with general and specific administrative support that satisfies service users and delivers and maintains an exceptional standard of administrative service to the site.

Responsibilities

• To deliver an efficient support service to the management team, ensuring that all administrative tasks are completed on time and to prescribed standards.
• To handle general enquiries, complaints and queries both internal and external either face-to-face or on the telephone.
• To maintain central office systems and filing ensuring current and archived records are accurate and consistent with
• relevant company procedures.
• To book visitors onto the site, forward ‘Walk In’ requests to the Helpdesk and monitor the facilities mailbox daily.
• To handle and process meeting administration and room requests, attend meetings and take and transcribe meeting minutes.
• To cover helpdesk on rotation as required, ensuring jobs logged and closed on CAFM system and to cover portering duties as required.
• To assist with and administer quotes, ordering and delivery together with Purchase Orders, invoices and credit card purchases as required.
• To record copier use figures, respond to copier breakdowns and liaise with specialist repair suppliers. To assist with HR processes including resourcing, recruitment, induction, annual appraisal, holiday planner and G4S rewards.
• To collate, produce and distribute accurate information and reports including monthly performance report data?
• To allocate reactive and planned maintenance and repairs to the engineering team and provide support to wider operational teams for estate area access when required to deliver PPM and RW activities.
• To process supplier paperwork and ensure responsibility area logbooks are up to date.
• To support good, effective working relations with clients and key stakeholders (internal and external) across the business.

The Ideal Candidate:

Essential

• State qualification level
• IT skills including MS and Google Chrome suite.
• Awareness of Data Protection Act.
• Flexible organisational skills – working to varying deadlines and prioritising tasks efficiently.
• Excellent Customer Service skills.
• Contractual compliance administration.
• Facilities administration.
• Events and Conferences administration.

Desirable

• Previous experience of supporting a reception or helpdesk and/or providing administrative support. CAFM management.
• Knowledge of Kronos, Workforce and WIMS and/or payroll software.
• Basic understanding of HR processes.
• Payroll administration.

Benefits

While working for G4S, you are entitled to a number of benefits and offers from G4S partners and other organisations, from employee assistance provided through WeCare, to RAC cover and so much more, including the below;

• 25 days holiday plus bank holidays.
• Progression, training and development catered to you.
• Refer A Friend incentives.
• Company pension scheme with employer contributions.
• G4S Life Assurance Scheme.
• Subsidised healthcare plan.
• Charity work- Match-IT and Payroll Giving.
• Confidential Counselling Services.
• 24/7 support specialising in health and medical.
• Discounts on high street shops and brands including several leading high street brands, retailers and travel suppliers.

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