Administration Officer required at HMP High Down, Sutton
Purpose of Role:Responsible for the administration within GFSL under the supervision of the Site Manager to ensure the smooth operation and running of the office environment. This will include but not limited to ; general clerical tasks, answering the telephone, sending / receiving email communications, liaising with suppliers, clients, staff and customers. Taking a lead role in the management of the CAFM system logging / updating and closing job on the system. In addition the raising and receipting of requisitions via the approved system. This role also included the need to run various reports from a number of different IT systems / databases.
Principal Accountabilities:
To develop and maintain positive and harmonious relationships with Contracts Managers, Supervisors, Operational personnel and all other internal Departments, whilst ensuring that standards are maintained and company procedures are adhered to.
To have a professional and motivating approach to the operational needs of our business, demonstrable to internal staff and all customers, 100% of the time.
Support the Site Manager in the day-to-day implementation of policies, procedures and standards necessary to maintain the integrity of ongoing operational activities and provision of a high quality service to customers.
To operate on a day-to-day basis all operational computer systems associated with GFSL.
To answer telephone requests for service from customers and to log details into the CAFM system.
To contact operational staff (during normal working hours) and to allocate service request calls to the appropriate personnel, escalating matters if required
To distribute and process planned preventative maintenance (PPM) work instructions for both Operational staff and subcontractors.
To assist Site Managers and Supervisors in the effective re-scheduling of PPM jobs and other operational tasks when deemed necessary.
Coordinate with Operational staff, to process all purchase orders for delivery of materials and/or spares in conjunction with planned maintenance visits.
Once client order number and authorisation from the Contract Manager is received, coordinate with Operational staff, to process all purchase orders for delivery of materials and/or spares in conjunction with reactive or additional work requirements. Raising/monitoring of all purchase orders in respect to Planned preventative maintenance, reactive maintenance, quoted & additional works only when all relevant supporting paperwork is attached i.e. Method Statements, Risk Assessments & Insurance Policies.
Oversee and participate in the management of business correspondence, note taking, filing, sorting and general organisational of the GFSL office.
Raising of Stationery Orders/Uniform/PPE.
Management communication update of all relevant issues.
Coordination and minuting of meetings
To co-ordinate staff annual leave, sickness, timesheets and expenses claims.
All candidates are subject to security and identity checks prior to taking up post.All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within GFSL.
All staff are required to declare whether they are a member of a group or organisation which the Prison Service consider to be racist.
Skills and Abilities
Excellent communication (Written and verbal) and interpersonal skills
Ability to influence people who are not part of your team
Excellent organisational skills / Time management / Ability to prioritise and organise own workload / able to work to deadlines
IT skills including knowledge of Microsoft Office Excel and Word
Essential Knowledge of relevant health and safety requirements
Experience
Experience in a busy office environment
Experience in using a variety of IT systems including CAFM
Experience of working without supervision
Experience of working as part of a team
Personal Honesty and integrity
Professional and approachable attitude
Willingness to learn new skills
Well Presented
Reliable
Self-motivated with a positive 'can do' approach to work
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