Administration - City of London, United Kingdom - Reed Business Support

Reed Business Support

Verified Company

City of London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

My client is recruiting for a front of house / administrator to join their existing team.

This role will be covering the reception area as well as undertaking some administrative duties also. This is a permanent role paying up to £25,574.

This role is 34 hours per week - working hours Monday - Thursday 8:30 - 5.

Main purpose of post

To provide agile administrative support and a responsive facilities/reception function focused on meeting the needs of our people, customers and visitors.

To assist the Facilities Lead in ensuring the day to day efficient and effective running of the facilities function in the London office, our regional offices in Glasgow and Belfast, and to our remote, home-based employees.

Key tasks

Assist the Facilities Lead to ensure the London office (and other offices) provide for a safe and conducive environment for our People, customers and visitors by providing efficient and friendly administrative and receptionist support.
As a key holder for the London office, carry out the opening and/or closing of the office on a flexible basis as instructed by the Facilities Lead.
Respond to incoming queries to the organisation by internal and external contacts in an organised and timely fashion, manage incoming and outgoing post, deliveries and courier services, stationery and refreshments ordering, focusing on selfservice, innovationand cost effectiveness
Provide administrative support to the People, Finance, IT and PA teams (and other teams when required) including booking meetings rooms and communications support, travel and accommodation; maintain accurate database records and assist with the recruitmentand onboarding of staff processes.
Monitor the desk and room bookings ensuring effective use of resources and compliance, ensuring policy and procedure on access is adhered to. Provide guidanceand where able, support our People and visitors on the set up of IT equipment within meetingrooms
Ensure the new starter and leaver process is adhered to, undertake facilities inductions and order furniture and equipment supplies for homeworkers, assisting the Facilities Lead with putting in place reasonable adjustments where necessary
Monitor reporting of accidents, incidents and near misses (adhere to RIDDOR requirements) to the Facilities Lead and notify line managers of incidents where appropriate. Maintain hard and soft facilities records including 'How to' documents and regularlyupdate the facilities area of the intranet
Be a first aider and fire marshal for the London office and maintain the fire marshals and first aiders list to ensure training and refreshers are kept up to date and there is adequate cover in offices; ensure that information and guidance is provided formanagers in other offices
Work towards creating a paperless office by assisting staff to review and reduce the offsite archive, ensuring staff follow the agreed archiving procedures.
Abide by and promote our Policy of _Informed Choice_, our _Vision and Values_ and _Equal Opportunities Statement_.
Take responsibility for promoting and safeguarding the welfare of children and young people.

This list of tasks is not exhaustive and will be reviewed from time to time in discussion with the post holder.