We are seeking a Workplace Assistant to be responsible for for assisting in the running of the Facilities department.
This role is a Fixed Term contract until 31 December 2026 and is working Monday to Friday 8.30am - 4.30pm.
DAILY DUTIES AND RESPONSIBILITIES
1. Post and Fax
Daily receipt, sorting, distribution, collection and despatch of Royal Mail, DX and other deliveries
Local hand delivery and collection of mail
Ensuring mail and courier services used are appropriate to customer requirements
Distribution of incoming faxes
Care, operational maintenance and ‘first-line’ fault finding of postage system
Ascertaining originators of un-referenced mail by database search or issue of email notice
2. Reception/Meeting Rooms
Provide reception cover if required, in agreement with line manager
Review Condeco and liaise with the reception team to ensure correct set up of meeting rooms
Where required, prepare beverages and deliver lunches to rooms at booked times
Liaise with reception team to ensure rooms are cleared promptly and rearranged to standard set up
Ensure rooms are stocked with stationery
If required, assist with the set-up of IT/AV for meetings
3. Reprographics
High volume copying, printing, scanning, collating and laminating of documents
Binding documents for internal and external issue and for presentations
CD bible production (Glasgow)
Ensuring all documents are quality checked and returned within agreed customer timescales
Providing 'first line' fault finding capability on all MFDs
Calling out engineers to MFDs as and when required and recording outcomes
Replenishing paper stock and replacing toners at MFDs throughout the office
Arranging printing and copying with external providers within customer specified timescales
Ordering and distribution of stationery and maintenance of office stock levels
4. Health, Safety and Environment
Ensuring that the office is tidy and delivered items are cleared away promptly
Carrying out office inspections, completing forms and helping to resolve issues
Assisting with the co-ordination and control of contractors, including completion of authorisations etc.
Reporting and recording of accidents and near misses
Monitoring the correct use of waste and recycling facilities, highlighting issues to line manager
Participation in other safety and environmental related activities as directed by line manager
5. New Starts and Internal Moves
Carrying out health and safety and/or facilities inductions for new starts
Liaising with line manager, HR and IT to assist with the requirements for new starts and leavers
Assisting with all internal moves, including liaison with service providers and internal business units, arranging crates, printing labels, updating plans/staff lists and porterage
Be familiar with security pass set up and the procedures for issue of cards to new starts and have cards programmed for our needs
6. General Facilities Operations
Production and updating of internal signage
Responding to general requests from staff & partners (maintenance, porterage etc.)
Providing support with general office administration, including the processing of invoices, ordering of business cards and name/desk plates
Assisting with ordering of office equipment and furniture as required
Undertaking daily flushing and weekly clean of drinks dispensers
Ordering and distribution of catering consumables as required
Operation and maintenance of the Vivreau water bottling machine, ensuring supply of fresh water for all meetings and events
Participation in business continuity activities and upkeep of equipment and staff lists
Provision of management information as requested by line manager
Identifying opportunities for process improvement
To undertake other duties as reasonably required by line manager
Person Specification
Qualifications
Educated to GCSE or equivalent, including maths and English
Key Skills
Ability to work both as part of a team and unsupervised
Good communication skills
Ability to work under pressure
Ability to use PC based departmental systems effectively
Personal Qualities / Behaviours
Good attention to detail
Highly motivated with a ‘can-do’ approach towards all given tasks
Adaptable to work in other areas of Facilities operations
Understanding of privacy and confidentiality
Pinsent Masons Belfast, Northern Ireland Office
Belfast, United Kingdom
