Office & Facilities Administrator

Posted on: 2018-05-01

Sector: Admin / Secretarial / Office Support

Position: Administration

Location: Berkshire

Type: Permanent / Full Time

Description

Office and Facilities Administrator
Newbury, Full time
£20,000 – £25,000 per annum
Mon – Fri 9.00am to 5.30pm
 
On-going temporary role (Long Term)
 
 
The main purpose of this role is to manage, support, provide and execute day to day office operation activities and provide effective team support to ensure smooth run of the office.  Be the first point of contact for visitors to the office based in Newbury. 
 
Main role responsibilities fall primarily into 4 categories, facilities, office support/admin, customer service and reception.   
 
Major Job Functions:
                                                                                        % of time
 

  • Facilities                                                  50%
  • Office Administration                                40%
  • Reception                                                10%

 
Facilities

  • Ensure UK office is compliant with all regular checks liaising with Facilities Management company
  • Coupa/TAP checking and coding of invoices and forwarding for approvals
  • Responsible person for Health and Safety for UK office. Ensure risk assessments are completed and work closely with THSP to ensure UK office is compliant.
  • Management of company mobile phones. Be the first point of contact for all mobile phone users and be responsible for the upgrades as and when required. Order new handsets for new starters and ensure phone set up correctly
  • Responsible for IT peripheral
  • Management of Dose meters. Ensure on a quarterly basis and employees with Dose meters are sent new ones and the old ones returned to the Dose meters registry. Liaise with HR to ensure employees return dose meters in required timescales.
  • Environmental Management System Leader for UK and Ireland. Responsible for the standards outlined in ISO14001.  Ensure all UK and Ireland office staff are compliant and adhering to the standards; responsible for ensuring our suppliers and contractors are accredited with ISO14001 and collating information locally regarding waste and recycling
  • Main contact for contract maintenance for Office Security, Paper Recycling, Office Waste, Office Cleaning, Health Journals and any other as required
  • Fleet Management support to HR; update insurance database
  • SAFE (Safeguarding Assets for Edwards) Advocate

 
 Office Support / Admin
 

  • Stationery procurement / inventory control – Purchase of stationery and office supplies using preferred suppliers ensuring timely replenishment and taking into account economic order quantities
  • Assist Sales teams with stationery requirements and liaise with main suppler
  • Stationery approver for homeworkers
  • Liaise with Printer/Toner supplier for business printing
  • Preparing new starter welcome packs which include the business cards & ID badges
  • Main contact for Edwards branded stationery provider
  • Banking of cheques with UK and IE Bank. Regular tracking to ensure traceability of cheques.
  • Support HR with Wellness Program including volunteering, office massage organisation, BodiTrax App Coordination and any other adhoc duties as required
  • Reception
  • Brief Receptionist daily regarding requirements for the day
  • Provide back up support for Reception duties during absence or holiday

 
Education/skill requirements:
 

  • GCSE Maths and English
  • Computer Literate, familiar with Microsoft Windows applications in particular, Word, Excel and Outlook
  • Good communication skills both oral and written
  • Ability to prioritise workload and work to deadlines
  • Ability to be flexible and self motivated.
  • 3 year + experience working in a office environment
  • Ability to quickly pick up new technologies and systems
  • Excellent communication (Both oral & written)
  • Priority setting / time management
  • Computer literate (Windows, Out Look, Power Point, Internet etc.)

 
 

Consultant Details

Chantal Cleminson

Recruitment Manager

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