Central Services Administrator

Job Title: Central Services Office Administrator & Receptionist Cover

Accountable to: Office and Facilities Manager

Salary: £12 per hour

Hours: 37 hours per week

Monday – Thursday 9.30am – 5pm, Friday 9.30am – 4pm

(30 minute unpaid lunch break each day)

Employment Status: Permanent

Our Vision:

A world where everybody is valued and included as active and equal citizens in their community regardless of need.

Our Mission:

That everybody has access to safe, secure and quality places to live, with the right care, support & information to live the life they choose and to have access to meaningful & fun opportunities and activities.

Purpose of Role

To provide comprehensive, effective and efficient central services administrative support across Midland Mencap, with a priority on Health & Safety support & office administration. The successful candidate will also be required to cover front of house reception duties at our main Head Office.

The post holder will be required to work in sites across Birmingham including Walsall, Sutton Coldfield, Coventry and Worcester but mainly based in the Pinewood, Birmingham office, so the ability to drive and access to their own vehicle is compulsory.

Main Duties:

1. IT Support

Technical Problems

Assist office staff to rectify day to day computer issues.

Liaise with external IT support to solve day to day queries and deal with any issues that arise, flagging to Office & Facilities manager if needed

Ensure staff are set up with IT profiles and phones to receive emails

Log any concerns regarding IT issues with Office & Facilities Manager

Ensure the photocopiers are in good working order and log any problems with the Office & Facilities Manager liaising with the technical support if needed

Set up new users on relevant photocopiers for print and scan etc

2. Heath and Safety

Complete monthly office inspections across all sites acting on necessary work that must be addressed

Ensure that legal checks are made throughout the buildings ensuring appropriate contractors are used when needed

Ensure all relevant risk assessments are in place including fire risk assessments and that all staff and visitors are updated of any changes

Ensure all fire checks are done and equipment is maintained and serviced to meet legal requirements including boilers and fixed electric inspections

Ensure all staff are aware of safety and fire procedures and understand their legal obligations

Ensure fire wardens are appointed and receive training and handbook

Carry out annual asbestos reviews ensuring any issues are actioned and update the asbestos management schedule where appropriate

Ensure appropriate safety signage is correctly displayed at all sites

Ensure first aid boxes are clearly labelled, contents are correct and in date and there is the necessary number of first aid trained staff at each site

Ensure the accident report book is accessible and completed when required and any ongoing issues are reported to the Office & Facilities Manager

Ensure health and safety files are updated on Business Safe Online

Assist the Office & Facilities Manager with the administration of the organisations health and safety policy and procedure ensuring all health and safety documentation is completed

Deal with day to day health and safety issues that may arise

Asset Management

Record all ingoing and outgoing equipment using asset stickers and receipt of equipment forms

Complete and update the organisational asset list, liaising with finance department notifying them of new equipment and removal of old

General Administration

Cover front of house reception when required

Provide administrative support in relation to recruitment, i.e. posting adverts on Indeed, issue application packs, undertake DBS checks, reference requests, arrange induction packs as directed

Assist the Office & Facilities Manager with research and other special projects

Any additional administrative duties that may arise

Administrative support including letter writing, dealing with correspondence, copying, scanning and telephone enquiries

Take an active role in creating a safe and healthy work environment

Please note the following information

The post holder is expected to:

Comply with statutory requirements and the organisations policies whilst carrying out their work. The post if one of continual development and the post holder will be encouraged to develop skills and capabilities, including participation in projects and training events

At all times carry out their duties with due regard to Midland Mencap’s Equal Opportunities Policy

In the course of their duties will come into contact with confidential or sensitive information and will work in manner that protects confidentiality and adheres to the principles of information governance

Perform other reasonable duties at the request of senior staff

Work independently and efficiently across all sites – reporting back to the Office & Facilities Manager

This job description is subject to amendment in line with the developing service and following consultation with the post holder.

The post holder is subject to a DBS, this is payable by the new employee before they start employment.

Applicants must be able to demonstrate:

Able to demonstrate knowledge of work systems, equipment, process and the use of the standard IT packages

Able to demonstrate knowledge of and a high level of competency with IT hardware and software.

Previous comprehensive experience within an office environment, preferably with H&S experience

Previous experience of DBS processing desirable

Willingness to work across Midland Mencap sites as required

Professional, courteous and friendly telephone manner

Excellent communication skills, both verbal and written

Experience of using Word, Excel and Outlook in an office environment

Good time management, with the ability to prioritise workload and to work calmly under pressure and re-prioritise when necessary

Organised and efficient

Good team player, willing to play a key role within the Central Services team

Ability to work with light supervision only

Experience of working with confidential information and maintaining its security

Commitment to equal opportunities, and the ability to implement the Equal Opportunities Policy

Excellent interpersonal skills with the ability to quickly establish and maintain good working relationships at all levels

Ability to solve practical problems with minimal supervision

The willingness to cover annual leave, sickness and overtime as required

Desirable

It will be desirable for applicants to demonstrate:

Understanding of Health and Safety including Fire Safety

Able and willing to learn about health and safety

Experience of using a database

Education to GCSE standard (or equivalent) in English and Mathematics.

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Job Type: Full-time

Pay: £12.00 per hour

Expected hours: 37 per week

Benefits:

Casual dress

On-site parking

Schedule:

Monday to Friday

Application question(s):

Do you have the ability to drive and access to a car?

Work Location: In person

Reference ID: MM Office Admin

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