Job Description

Job objectives and responsibilities

• To provide an effective and efficient administration service to the Security department.
• Ability to work as part of a team, being proactive in a demanding work environment
• To support functional teams at all levels in providing a fully comprehensive administration service to enable successful delivery of the Team's priorities.
• To work as an in integral team member to meet the needs and expectations of the organisation, stakeholders and business.

Main duties and accountabilities

• Provide routine support to the Head of Security
• Manage and monitor Heathrow IRC's security reports.
• Develop positive and progressive relationships with internal and external stakeholders and colleagues.
• Maintain a system for the effective processing of security reports ensuring any identifiable action is reported to the Head of Security.
• Create and maintain manual and computer records and files such that records are up to date and information can be accessed readily.
• Assist where required to produce and distribute, as required, documents and information, often of a confidential and sensitive nature, in a timely manner consistent with company standards of efficiency and accuracy.
• Attend and collate minutes and note-taking during meetings for the Head of Security, as required.
• Develop and introduce innovative processes and procedure to improve efficiency and overall productivity of the administrative function within Security.
• Support the wider administrative team, undertaking duties as required, to assist in the smooth running of the Centre.
• Promoting continuous process Improvement.
• Ad hoc administrative duties.
• Produce graphs and data for analysis
• Monitor and produce evidence from CCTV and other sources
• Assist with security training for staff and stakeholders.

Person Specification

• Previous administrative experience is required, ideally within an operations or security department.

Please see below for the Care + Custody competencies and MITIE values and behaviours that are important for this role.
Delivering Excellence

• Produces high quality, accurate work to timescale
• Follows and understands Care & Custody standards and procedures
• Clearly understands consequences of not achieving standards
• Records and checks information and documentation accurately
• Maintains concentration and focus on task/job in hand
• Actively seeks ways to make improvements
• Accepts responsibility for own actions

Communication

• Is confident, clear, accurate and to the point when sharing/giving information
• Maintains eye contact when communicating
• Asks questions and probes to gain relevant information
• Summarises key relevant points
• Seeks clarification when necessary
• Listens to and carefully reads instructions and information
• Is discreet and maintains confidentiality of information
• Is polite and tactful
• Checks theirs and others understanding
• Adjusts language to the demands of the situation
• Uses non-verbal communication constructively and effectively

Safety, Dignity and Diversity

• Shows respect for others treating people fairly with dignity and consideration
• Knows the Company policy on safety, dignity and diversity
• Maintains the health, safety and welfare of self and others
• Does not discriminate against or harass others
• Challenges inappropriate behaviour and language explaining why it is unacceptable
• Planning & Organising
• Is organised and structured in approach
• Prioritises and manages own time effectively
• Organises and plans own workload
• Completes tasks on time, meets deadlines

Decision Making

• Obtains checks and understands all relevant and available facts before drawing a conclusion
• Recognises the need to take action
• Uses basic rules, common sense and past experience to identify problems
• Recognises when a current situation is like a past situation
• Understands how own tasks relate to wider framework
• Assesses situations objectively

Change Orientation/Flexibility

• Is open to change and is flexible
• Is willing to try out different ideas, solutions, technologies and working practices/methods
• Adapts to changing requirements and priorities
• Quickly picks up new ideas and ways of working
• Supports and assists with implementation of new ideas
• Maintains effectiveness during rapidly changing situations or priorities
• Makes suggestions to improve practices, systems and procedures at work
• Questions existing methods constructively with the aim of improving service delivery

Resilience/Drive

• Picks up problems, takes the initiative and deals with them without unnecessarily passing upwards
• Consistently delivers what is required to deadline
• Recognises importance of meeting objectives
• Bounces back after setbacks
• Keeps difficulties in perspective
• Accepts challenging work
• Seeks feedback on performance and constructively accepts it
• Evaluates own performance
• Accepts responsibility for own development

Skills Required