Business Support Co-ordinator - Cardiff, United Kingdom - Amey

Amey

Verified Company

Cardiff, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

About us

Amey Consulting are working on various intricate and challenging Rail design projects throughout the UK, including Wales and Borders, TRU, Midland Mainline, and Crossrail.

The railway sector has always been one of our core sectors and because of our success in building and maintaining the railway, Amey Consulting has become an industry leader in Rail Design consultancy services.

With a growing team of 350+ staff, working across our 12 Rail design offices across the UK we are continuing to add to our already extensive and impressive list of project awards.

We also support people in their need to work flexibly, to fit around any lifestyle need.

The role

Key accountabilities:

Manage office records/filing system 'SharePoint'
Maintain Office Assets Register
Manage office space, housekeeping, desk and meeting room layouts, ensuring tidy and productive office space
Use of various software to ensure efficient running of office (MS Office 36 outlook, excel, PowerPoint etc)
Arrange couriers, manage outgoing/incoming post and deliveries
Desk booking admin
Meeting room booking admin
Parking booking admin
Providing visitor information and carrying out contractor inductions (including requesting relevant risk assessments and method statements from contractors)
Manage access control system and issue access cards to staff

Skills & experience:

Excellent organisational and administrative skills
Proven experience in either an administration, procurement or compliance position
An accurate approach, with excellent attention to detail
Confident user of MS Office software packages: Word, Excel, PowerPoint, Outlook
Professional telephone and personal communication skills;
Experience of multitasking able to manage workloads effectively
Flexible and adaptable. Well organised and able to work well under pressure.

Additional Information

Additional Responsibilities:

Prepare and issue office safety inductions (keep up to date with latest Amey Consulting safety guidance)
Carry out site specific office induction (face to face) for new and returning staff and maintain records
Covid controls, maintaining track/trace records, managing desk bookings
Office safety documents and risk assessments
work with the HSEQ Advisor to prepare, review and update regularly (Integrated Site Plan (ISP), Office Risk Register etc)
Office audits and inspections
work with HSEQ Advisor to provide required information
'Close calls' reporting and responding to office related close calls
'Airsweb' (training provided)
Ensure Office Health & Safety board is up to date with latest policies and risk assessments
Carry out regular fire safety office checks and act as warden in event of evacuations (training provided)
Manage Fire safety records (Fire Plan, arrange Fire Risk Assessments)
First Aider (training provided)
provision of first aid in office and regular checks of first aid kit
Ensure Display Screen Equipment (DSE) training is completed (reminders to staff, monitor actions/issues) -'Workrite' (training provided)
Work with Amey Facilities Management team to coordinate office compliance maintenance/servicing/testing/repairs (electrical, F-Gas, fire safety etc)
Manage relationship with key suppliers (e.g. Cleaners

- review cleaning schedule, request COSHH sheets, ensure payments made to supplier etc)

Manage office waste streams and promote recycling and responsible waste disposal, requesting associated compliance documentation.
Use of purchasing software to raise purchase orders, complete goods receipts and deal with invoice queries (Amey purchasing systems 'SAP'/'SRM'/'WIA')
Ordering equipment for office (IT for hot desks, printer consumables, paper, stationery etc)
Ordering equipment for staff (Personal Protective Equipment (PPE), IT equip, home working kit etc)
Maintain records of orders (e.g. PPE Register)
Promote equality and diversity policy
Support STEM events (as required)
Promote social events and Community Involvement Days (as required)
Promoting Health and Wellbeing (BSCs can be ambassadors if required).

Job Reference:
AM30621