We have recently had an opportunity open for a great Admin Assistant in providing administrative and operational support for the Facilities and Risk Management Teams, acting as the first point of contact for Leeds Site users and contractors, and maintaining all databases and information sources for the function.

Tasks & Responsibilities

• Organising all travel requirements for the Facilities and Risk Management teams
• Manage the allocation of all meeting rooms, including the provision of specialist equipment
• Assist in co-ordinating maintenance, mail, reprographic and cleaning requests utilising the ‘Assyst’ system
• Update all records for departmental fleet vehicles, services and maintenance
• Maintain Insurance Policies through logging and recording insurance contract documents, and assist in preparing any related information and reports
• Process invoices from claims handlers and suppliers
• Pass all Legal Liability Claims on to the appropriate Third Party Claims Administrator and assist them with the flow of information, also responding to queries from own and third party solicitors

Health & Safety

• Input data onto the Target 100 Health & Safety system and produce reports from this as requested by the Facilities Management Team
• Assist in maintaining the online Heath & Safety database
• Contact stores regarding accidents and follow up to provide loss prevention advice
• Log, distribute and file Environmental Health letters
• Support with handling phone and e-mail communication from stores
• Assist in the preparation and publication of accident statistic reports
• Log and set up files in relation to Disability Discrimination complaints
• General administrative tasks such as: recording team movements; ordering stationary; updating and publishing information on the intranet; maintaining a library of relevant Facilities and Risk Management information and training materials; arranging payment of subscriptions and publications; and other ad hoc admin duties

Person Specification

• Excellent telephone manner – able to liaise at all levels
• Team Player with good organisational skills
• Flexible approach to work in order to meet tight deadlines
• Accurate with good attention to detail
• Calm when under pressure
• IT literate – experience using Word, Excel, PowerPoint and Lotus Notes
• Good typing skills
• Self motivated
• Friendly and approachable
• Reliable

RetailChoice.com - 9 months ago