Facilities and Office Administrator - Wintermann Search & Selection Limited : Job Details

My client is a UK bank, looking to hire a Junior Facilities and Office Administrator.

This is a great role to get into the banking sector.

Role

This role reports to the Bank’s Company Secretary and Senior HR Manager.

The role will be based in the Bank’s City Office (Monument) working hours 8.30am - 4.15pm with 45 minutes for lunch. Employees currently benefit from a hybrid working arrangements. This role will

involve working in the office Monday to Thursday with the option to work from home on Friday’s, if the individual’s home working arrangements are suitable for effective completion of the role.

Role Profile

General

Greet visitors

Manage post and deliveries

Manage and order stationery supplies

Order and distribute weekly fruit and refreshments for the company, ensuring old fruit is removed and refreshment stocks are kept replenished

General office tidiness with particular detail to the Boardroom

Involvement in the organisation of building spaces, such as assisting with meeting room bookings.

Organise:

Welcome CEO meetings

Departmental Head meetings for all new joiners as in line with HR requirement

Town Hall meetings - arranging guest speakers and gathering all documents ready for meetings.

Events and Team Building Activities - sourcing venues and managing bookings and staff comms

Arrange lunch/refreshments for meetings

Organise and Programme door passes for all staff, new joiners and visitors

Provide welcome packs to the new joiners

Bank wide announcements such as new joiners, leavers and team building activities

Arrange UK hotel bookings for CEO and Directors

Facilities / Maintenance

Central point of contact for suppliers, maintenance, security and premises (liaison with cleaners, maintenance etc).

Monitoring the Facilities inbox

Responsible for the ordering and maintenance of facility and bathroom supplies

Maintenance of photocopiers, dishwashers, water machines, alarms etc.

Ensuring notice boards are presentable and contain current information

Maintain supplier management matrix and ensure regular reviews carried out to schedule

Health and Safety

Look after health and safety

Weekly test of audible fire alarm

Regular premises checks and maintenance completed when due, e.g. fire safety maintenance, security maintenance and lift maintenance.

Arrange six monthly fire drill

Arrange and minute 6 weekly Health & Safety meeting to ensure compliance (ensuring any actions agreed are completed)

Support H&S including but not limited to reviewing first aid kits and organising training for first aiders and fire wardens.

Organise fire extinguisher services

Accountabilities

Provide highly efficient support for the Company Secretary and Senior HR Manager

Be a familiar port of call for all logistical matters

Embody the RBL culture and values to ensure that guests to Faith House enjoy a positive experience

Support special projects including events when required

Support the Bank’s key stakeholder relationships including the Salvation Army and our regulators by building an effective rapport with individuals involved.

Essential knowledge, skills and experience

Strong communication and organisational skills

Friendly, professional and helpful approach

Flexible with the ability to prioritise a changing to do list

Trustworthy and reliable

Self-motivated

Working within a regulated environment

Proficient with using a computer with good knowledge of MS Office applications incl Teams

Desirable knowledge, skills and experience

Office Administration Experience

Facilities Management Experience

Knowledge of Health & Safety

Financial Services/ Banking terminology

Detail-orientated