Job Description

Key Responsibilities & Accountabilities

Work with only general supervision to answer calls, messages and emails from staff across the Belfast site reporting requests and defects. Compile computer-based lists of requests and defects for the facilities technical team to assess and prioritise. Record the assessed lists of jobs in prioritised order to allow management and supervisors to see ongoing jobs outstanding. Enter completion time data received from facilities technical team when work is completed. Monitor times between issue raised and issue addressed. Compile reports to show these response times. Book meetings in calendars, book rooms and take minutes from team and other management meetings, publish the actions generated and track actions being completed. Support visits to the site by facilities visitors, contractors and suppliers. Arrange access through security system, develop and send joining instructions, necessary inductions and occasionally meet and escort visitors as required by facilities management team. General administration including producing documentation, photocopying, filing of records electronically and in hard copy and ensuring stationery stocks are maintained at required levels. Following familiarisation and briefing - support facilities team by administering purchase requests, receipts, invoices and incoming mail. Following familiarisation and briefing - engage with external contractors and suppliers to assign jobs to them following our procurement processes using our IFS electronic system.

Education and Experience

Completed high-school education with GCSE or equivalent in Maths and English. Administrative and IT qualifications at Level 3 or experience that could be considered equivalent. Experience as an administrator with a high degree of autonomy in a busy and fast-moving environment, used to working on their own initiative
Job Types: Full-time, Permanent

Work Location: In person