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Role Purpose:

Responsible for the day-to-day delivery of office services, facilities and WISE² responsibilities delivery across the Site. Effectively support the Head of Facilities to deliver a reliable, safe, high quality and punctual service.

There is a requirement for this role to be based in the office 5 days a week.

Key Activities:

1. To support the delivery of office service, facilities and WISE² to a consistent level

2. To support the Head of Facilities with environmental targets for the sites including waste management initiatives, energy consumption efficiencies and CSR related projects

3. To maintain amend and where required create SOP’s, and other process related documentation

4. To deliver near miss and incident reporting relating to the site and take a proactive approach to regular safety monitoring and reporting via our nominated system through to completion

5. To attend building services and contractor review meetings with the Head of Facilities 

6. To support with small projects and capital projects as required

7. To act as the lead on site for event management requests - co‐ordinating set ups as requested and assisting with events where required

8. To react and take necessary operational action for any health & safety concerns across site and report accordingly to the Head of Facilities and WISE team

9. Any other ad hoc administrative duties which may be reasonably expected

10. Responsible for all external facilities related contractors whilst on site including their pre-work assessments, inductions on site, permitting and supervision at all times

11. Access control management

· Knowledge of the system and pre-registering

· Security administration recording and monitoring

12. New Starters and Leavers

· Prepare new starter Facilities items: Access Pass & locker key

· Ensure that access passes are returned/disabled if not returned

· Locker audits and housekeeping

· Deliver Facilities inductions & office tours

13. Facilities Management/General Office Support

· Undertake daily inspections to ensure all facilities are maintained to a high standard: (Reception, Tea points, Printer areas, Open plan office, Meeting rooms

· Managing cleaners/engineers in relation to requested task

· Meeting room setup

· Making Maintenance call outs and co-ordinating with Suppliers and services they provide.

· Sending out Facilities related internal comms on Engage

· Maintaining up to date Founda repository articles relevant to Facilities and WISE

· Assisting in preparation for company meetings and events

· Recording workplace accidents/incidents in the accident log

· Identifying hazards and recording them for repair/maintenance

· Assisting in emergencies i.e. fire evacuation and contacting first aiders

· Providing administrative and general Facilities support to the Head of Facilities

· Tracking & recording maintenance issues

14. Raise Purchase Orders through One Buy for the office services functions and manage the finance tracking for the office services costs

15. Raising Facilities POs, reconciling invoices in basware

16. Ensure a working escalation process is in place and establish a rota for call outs with the team

17. Ensure office equipment is working and has sufficient supplies

18. Office inspections, recording any faults

19. Manage the stock room, including stock levels

20. Manage the postal / courier service via reception team

· Ensuring that the franking machine is charged and maintained

· Ordering supplies

21. Provides flexibility to undertake all reasonable tasks requested by the Head of Facilities

Cross Functional WISE²:

1. Local deployment of the HS&W action plans

2. In partnership with WISE² managers lead local standards implementation, audits and inspections (locally related) and equipment safety standards/inspection schedules

3. Annual or change review of site related risk assessments in partnership with WISE²

4. Continuously improve compliance to Standards, Rules, and procedures

5. Maintain compliance with regulatory requirements (Machine Safety, Fire, PPE, Emergency Response, Certifications,…)

6. Role model and ambassador for WISE

7. WISE² inductions for all new starters