Group Business Operations Administrator - Loughborough, United Kingdom - Woodside Group

Description

Perm

Term time

Hours : 08:30-16:00pm


Days:
Monday to Friday, 197 days per year, with 2 days to be worked during the summer holidays


Role Purpose:
To be the first point of contact for all Facilities, H&S and Training related queries. Assisting the Safeguarding and Compliance Lead to deliver an outstanding level of service to the group across these areas.


Skill Requirements:


Essential Personal Attributes

• Drive, resilience, confidence, initiative, resourcefulness, calm under pressure, common sense and an ability to manage ambiguity.
• Ability to build rapport & trust quickly with both students & staff.

Essential qualifications, technical skills & experience

• 3 years+ experience as a HR Administrator/Generalist
• CIPD or NEBOSH Certificate
• GCSE or equivalent Maths & English (94/A*C)
• Experience of using a variety of Microsoft software packages (Word, Powerpoint &Excel)
• Experience of creating a talent pipeline, identifying skill gaps
• Experience of H&S compliance and associated tasks
• Worked on a range of small and large projects

Desirable

• Experience of working in an education setting

Related degree

• Experience of using Gmail, G Drive, G Sheets
• Project Management Experience

Key Responsibilities (including but not limited to):

Health and Safety

• Responsibility for diarising all property maintenance checks across all bases and ensuring they are carried out on time
• EICR

• Fixed Electrical Equipment/Appliance
• Testing
• Fire Extinguisher Servicing
• Wired Alarm system (Preventative maintenance inspection)
• Wired Emergency Lighting system (Preventative maintenance inspection)
• Gas Safety Certificate
• Oil Fired Boiler Inspection/Service Certificate
• Asbestos Management Survey
• PAT Testing
• Legionella Risk Assessment
• Lightning Protection Survey
• Responsibility for creating and maintaining files for each base, containing the certificates for the aforementioned checks
• Responsibility for creating and maintaining a preferred supplier list
• Accountability for all contractors whilst they are on site
• Responsibility for auditing contractor performance
• Responsibility for scheduling and coordinating LRB Fire Safety and Health and Safety annual external audits
• Responsibility for scheduling all internal audits
• Responsibility for maintaining, chasing all actions associated with external and internal H&S and Fire audits
• Responsibility for maintaining, chasing all actions associated with Legionella risk assessments
• Manage H&S inbox queries and transfer job requests arising to the maintenance request list
• Maintain the maintenance request list
• Manage administration associated with the school's rental portfolio and relationships with landlords e.g., booking inspections, organising property repairs etc
• Maintain and publish a list of Fire Marshals
• Maintain and publish a list of Mental health First Aiders and Mental Health Champions

Purchasing

• Manage all supplier relationships orders and payments Biffa, Konica, PHS, BT, Royal Mail, Shred It, Waterlogic etc
• Manage supply of oil to off grid bases
• Manage septic tank drainage for applicable bases
• Responsibility for managing and ordering Swithland water deliveries
• Responsibility for managing and coordinating PMS deliveries/collections
• Relationship management for insurance renewals, know expiry dates and obtain quotes

Facilities (New bases)

• Work as part of a team with the Premises Officer and Safeguarding and Compliance Lead to ensure the new base is set up in time for opening.
• Maintain a set up list for new bases with key milestones
• Ensure basic furniture order for new base is placed
• Organise and book in mandatory checks for new bases and completed in line with the requirements of the lease
• Ensure the property lease is scanned and uploaded to the drive along with any supporting documentation
• Ensure each H&S and compliance policies are implemented with procedures in place
• Ensure any 'at risk' lone workers are added to the stay safe app
• Ensure base risk assessment is completed by the Head Teacher
• Ensure mandatory training for new starters is booked via High Speed
• Responsibility for organising staff inductions including Fire Safety, Health and Safety, GDPR and Safeguarding, via the Safeguarding relevant lead.
• Responsibility for ensuring all induction paperwork is signed and returned by relevant parties and returned.

Training

• Responsibility for managing and maintaining the training tracker
• Responsibility for ensuring that annual/bi annual training refreshers are booked and carried out e.g., GDPR
• Responsibility for coordinating the planning of our annual inset days, by meeting with key stakeholders to understand what training is required then planning and coordinating accordingly

General Admin

• Accountability for ensuring rooms and/or venues for the training are booked via the Admin Assistant
• Accountability for ensuring refreshments are organis