Job Description

Workplace Assistant- Newcastle

Reports to:

Workplace Coordinator

Scope:

The Workplace Assistant as part of the operational management team here at EY. They are responsible for managing facilities management within their designated space.

Purpose:

Act as secondary contact for all Workplace Services, local office operations and Direct Managed Services at local office level with staff. Develop knowledge to act as a signpost for internal client queries

Build relationships with the client and help them to develop and grow as a company

Key Responsibilities:

Office requirements

First point of contact for all workplace services and office operations

Daily completion of set to go/Attention to Detail each day for all areas

Reporting and monitoring office issues, maintenance requirements and meeting agreed SLAs by notifying managed services & reporting via the app

Completion of office weekly status reporting

Poster and communications management

Replenishing stationery/paper supplies by placing orders with vendors

Onsite personal storage, team storage and key management

Monitoring cleaning and reporting issues to managed services

Ensure clear desk policy is upheld and adhered



Meeting room management

Meeting room management working closely with other service lines to ensure all meeting rooms are set up correctly, clean, equipment is in working order and fabrics are up to the standard



Health and safety responsibilities

Completing inductions for new joiners

Supporting leavers process

First aid support

Fire marshal duties

Follow process for Health & Safety reporting incidents or accidents

Ensure all fire routes are clear by completing multiple floor walks during the day and reporting any defects to remain compliant

Provide updates for the Business Continuity Plan

DSE assessor

Manage health & safety noticeboards



IT requirements

Replenishing printer paper each morning and throughout the day

Reporting issues to IT helpdesk



Security

To report incidents as appropriate per agreed process

To advise individuals to secure attractive items including laptops in accordance with EY's policies.



Environmental

Support and assist with the roll-out of environmental initiatives

Promote best practice across the office for waste and energy management

Support environmental policy to improve overall performance and help with achieving environmental objectives and targets

Service Delivery:

To plan, allocate and monitor own work and ensure targets are met and work is carried out to meet and exceed agreed standards, creating necessary conditions for maximum

To drive an exceptional service experience which provides a seamless interface for the service users whilst driving continuous improvement, sharing best practices and connecting the community.

To create and maintain a healthy, safe, and secure environment and ensure compliance with all health and safety

To ensure the local teams adequately support client requirements such as business continuity planning, information security, internal/external certification audits, financial, security and HSEQ data.

To ensure the effective implementation of all HSEQ and other policies and processes.

Main point of contact for EY employees.

Client:

To deal with all client issues that are escalated from the local teams & client representatives.

To encourage, collate, action & improve all user feedback.

To develop a good working relationship with end users.

To demonstrate and drive pride and professionalism in all aspects of customer service, providing flexible and responsive assistance to clients and colleagues putting the customer / client first and foremost.



Experience and Attributes



Open, approachable, helpful and positive

Highly organised

Strong customer focus and influencing skills

Self - starter

Minimum five years' experience ideally in the workplace office environment/ Facilities Management industry.

National level qualification in facilities management, management or customer services is preferred.

Educated to GCSE standard with at least five Grade C passes or above OR an NVQ qualification in business administration, customer service, ICT or equivalent.

An aptitude for new and imaginative approaches to work related issues, identifying fresh approaches and a willingness to question traditional assumptions.

A strong team player with excellent interpersonal and communication skills.

Ability to communicate and interact with client and team members at all levels.