Overview:
Reporting to the Health and Safety Manager, the Health and Safety and Facilities Coordinator is responsible for providing both H&S and Facilities support across all sites, as well as being a positive champion of relevant policies and process. The role is responsible for maintaining a safe, tidy and effective working environment which includes being responsible for common areas, maintaining office supplies, arranging facilities works and supporting the coordination of off-site and on-site meetings.
Key Responsibilities:
Health and Safety Support:
- Conduct Display Screen Equipment (DSE) assessments and other H&S related assessments.
- Responsible for maintaining and updating health and safety logs.
- Plan and execute fire evacuations and other emergency procedures.
- Champion H&S policies and procedures across all sites.
- Support H&S Manager and Facilities Manager to organise and facilitate PAT testing of electrical items, adhering to the relevant processes.
- Work with external suppliers for timely and annual LEV testing.
- Support COSHH across the organisation, working with suppliers for effective management solutions.
- Manage legal responsibilities such as routine checking of fire alarms, first aid boxes etc. highlighting issues, as necessary.
Facilities Coordination:
- Maintain a safe, tidy, and effective working environment.
- Oversee common areas and office supplies.
- Arrange facilities work and manage external service providers.
- Coordinate on-site and off-site meetings and events.
- Support in the maintenance of the company vehicles, including, MOT's, breakdown cover, vehicle spot checks, and ensuring that employees are insured to drive the vehicles as required.
- Work with colleagues to coordinate desks and other items needed or desk set up for new employees
Administrative Duties:
- Prepare and maintain reports and documentation, ensuring accuracy and confidentiality.
- Order and maintain relevant office supplies including stationery, tea, coffee etc.
- Support employees to follow the Hybrid Equipment policy, ensuring compliance with policy, escalating where necessary.
- Receive and distribute incoming post and deliveries and organise outgoing post as well as organise internal mail and paperwork between sites.
- Answer incoming telephone calls and email communications in a professional manner and distribute calls/emails or take messages, as necessary.
- Greet and look after visitors. Prepare meeting areas, lunch, and refreshments.
- Support the IT Manager to ensure IT consumables are kept in stock and replenished as necessary.
- Coordinate on-site and off-site meetings as required.
- Support organisation of staff events, such as end of year celebrations as required.
- Support colleagues for interviews, where necessary
- Any adhoc duties as necessary
Key Requirements:
- Organisational Skills: Strong ability to manage multiple tasks simultaneously.
- Attention to Detail: Excellent accuracy in maintaining records and handling information.
- Confidentiality: Proven ability to handle sensitive information with discretion.
- Communication: Can communicate information concisely to internal and external stakeholders to maintain professionalism and support effective working relationships.
Experience and knowledge:
- Conducting fire evacuations, DSE, and other H&S assessments.
- Strong working knowledge of purchase order process and invoicing. Basic understanding of working along budgets.
- Managing external service providers for facilities and H&S needs.
- Microsoft Office and other health and safety/facilities software systems.
- Previous experience in a similar facilities/administration and office management role.
Please note: Only candidates with the relevant skills and experience will be contacted regarding this position. If you do not hear back from us within 5 days you have unfortunately been unsuccessful in your application for this position, however we may contact you in the future to discuss other opportunities.
Please note: That no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications and abilities to perform the duties of the job