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Facilities & Workplace Assistant

Employer
General Dental Council
Location
Birmingham or London
Salary
£19,246 - £22,642
Closing date
7 May 2019

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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.

 

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