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PURPOSE OF ROLE:
Workplace Services are a hands-on team and are based in our Manchester and Leeds offices, ensuring the best possible working environment within our buildings, ensure inbound and outbound post is managed correctly and manage the business’ paper archiving. In this role, you will be responsible for performing regular building safety and security inspections, maintaining our offices' equipment, work with third party contractors for planned and reactive maintenance and maintaining a clean and safe work environment. While you will be based in a designated office, you will support colleagues across ii’s office estate. Some travel to other sites may be required.
To ensure success, a Workplace Assistant should have experience in a fast-moving office environment including a busy post room, facilities team or workplace team.
Requirements
KEY RESPONSIBILITIES:
• Maintain building and equipment maintenance schedules and records, responding to urgent maintenance calls
• Testing and maintaining building security systems and promoting safety within the building, administer and audit the access control system, including managing restricted access areas for business owners in line with agreed SLAs.
• Managing equipment and supply needs, including furniture, kitchen appliances, office equipment, stationery and consumables
• Manage onsite parking in line with allocation policy
• Maintain a clean and stocked kitchen / break out area and support hospitality requirements.
• Conduct health and safety audits and statutory compliance checks, recording outcomes and follow up actions
• Support the safe evacuation on the office in event of an evacuation or other emergency by being a fire marshal
• Work with third party contractors, landlords’ agents and building reception as and when required
• Report risk events in line with ii procedures and take part of resolutions activities as needed
• Accurate sorting and preparing of mail, in line with procedures and distributed around the business within agreed SLA.
• Organising, logging and distributing internal post and deliveries between Leeds and Manchester
• Process all outgoing mail in line with procedures.
• Record incoming and outgoing postal data
• Follow archive procedures and support colleagues when sending for storage or recall
• Keeping accurate and up to date file records on excel spreadsheets.
• Maintain the first line of compliance defence by ensuring individual adherence to business processes and procedures that are designed to meet the regulatory standards set out in the relevant FCA rules and guidance
SKILLS & EXPERIENCE REQUIRED:
• A minimum of two years of experience in facilities, workplace services, post room team or other fast passed environment, - essential
• Experience of working with external third parties - desirable
• Knowledge of building safety regulations and security protocols - desirable
• Health and safety knowledge – Desirable
• General knowledge of postal system - desirable
• Good PC skills including Excel, Word and internet purchasing
• Practical understanding of the regulatory environment both data protection and retention standards.
• Ability to work independently and part of a team, multi-tasking effectively to ensure deadlines and SLAs achieved
PERSONAL ATTRIBUTES:
STRAIGHT TALKING | MOVING WITH SPEED | OWNING THE OUTCOME
• Excellent communicator
• Strong team and independent worker
• Demonstrated passion and drive for delivering the best outcome
• Moving with speed – delivering faster and better
• Decisive and take ownership of outcomes
• Excellent organisational skills
• Not afraid to challenge and be open to challenges
