Facilities & Workplace Assistant
- Employer
- General Dental Council
- Location
- Birmingham or London
- Salary
- £19,246 - £22,642
- Closing date
- 7 May 2019
View more
- Specialist Area
- Facilities management (main)
- Job Level
- Assistant / Administrator
- Sector
- Healthcare
- Contract Type
- Permanent
- Hours
- Full Time
Reports To: Facilities & Workplace Coordinator
Job Purpose
The post holder will work as one of 2 Facilities & Workplace Assistants (1 in Birmingham and 1 in London) to be responsible for providing post room services and other facilities services.
Areas of Responsibility:
• Processing and franking mail (both internal and external) and delivery of all Post items which will include routing Recorded, Registered, and Special Delivery items to the appropriate Team/Person. This may include confidential documents.
• Distribution of heavy boxes and/or packages at the direction of the staff member responsible for the items.
• Managing corporate/staff booking meeting requests via outlook for
• Setting up meeting rooms and ensuring all equipment and other requirements are in place in good time, for the corporate/staff booking requirements.
• Corporate/staff meeting room support - supporting GDC Committee Meetings, Council Meetings and other meetings at 37 Wimpole Street by servicing meeting rooms, arranging and providing refreshments, ensuring confidential waste is cleared.
• Providing support to the Facilities team in location
• Providing cover and support to Reception when needed
• Working in collaboration with the Hearings team to ensure each teams’ responsibilities are clear and delivered as well as offering support when needed
• Raising orders (currently using the Proactis system) and processing invoices (Receipting) for facilities services.
• Proactive stock control & maintaining and organising stationery cupboards in liaison with teams/departments.
• Ensuring printer and photocopiers are in good working order; reporting faults and ordering supplies; ensuring toner supplies are sufficient
• Providing support for office storage services.
• Replenishing water cooler cups.
• Proactively monitoring general building and fittings maintenance. Escalating problems in line with processes within the Facilities team and the outsourced contractors.
• Assisting with weekly fire alarm tests.
Person Specification:
Experience, Skills and Abilities
• Experience of working in a front-line customer-facing environment is essential, with highly developed customer service and interpersonal skills required.
• Previous experience of working within multi-disciplinary teams, dealing with a cross section of customers.
• Experience of working within a Facilities / Post Room environment is desirable, but it is essential that the post holder is organised, enthusiastic and flexible.
• Good communication skills including listening and interpretation, establishing rapport, understanding needs and reaching agreement with others.
• Can build successful and effective relationships with both internal and external stakeholders.
• Due to the variety of work within Facilities, it is essential that the post holder is able to manage a number of different tasks whilst maintaining a high degree of accuracy and attention to detail.
• The post holder must be able to use their own initiative to prioritise their workload to accommodate sometimes conflicting and changing priorities without losing sight of the deadlines.
• Ability to undertake manual handling activities when required.
• Ability to remain calm in the event of emergencies.
• Ability to work on their own for long periods of time, and within a team environment.
• Flexible approach to working hours. Weekend working during maintenance and office moves as required.
• Committed to equality and diversity in service delivery.
Specialist Knowledge & Qualifications
• Computer literate with IT skills including knowledge of Word and Outlook is desirable.
• Experience and aptitude of working in a busy post room is desirable.
Behavioural Approach
• Ability to remain calm in the event of emergencies.
• Ability to work on their own for long periods of time, and within a team environment.
• Flexible approach to working hours. Weekend working during maintenance and office moves as required.
• Committed to equality and diversity in service delivery.
Get job alerts
Create a job alert and receive personalised job recommendations straight to your inbox.
Create alert