Office Co-Ordinator - NI OCC

Office Administrator / Coordinator - Northern Ireland - Moira, County Down

Full Time 42 hours per week Mon - Fri 8:30 am - 17:00

£32,393 - Per annum

5% contributory pension and life insurance

25 days holiday plus bank holidays

Job Objective

Working closely with the Operations Control Centre Manager, Service Delivery Manager and Area Manager, and liaising regularly with wider Mitie teams and external clients and contractors, the NI Office Coordinator will work across all Care & Custody sites across Northern Ireland to achieve all compliance, communications, health & safety and front of house objectives. This will be to ensure contractual, company, legislative and best practice requirements are met and maintained.

Main duties

Health & Safety

Work in partnership and collaboration with Mitie and Care & Custody's health & safety teams to:

• Promote a positive culture for Health & Safety across all Northern Ireland sites, encouraging colleagues and managers to carry out their responsibilities to the best standards
• Carry out a monthly health and safety site inspection, communicating findings to the management teams and follow up on any necessary actions, utilising the company's risk management systems; LiveSafe, Lifeline and the Risk App
• Organise Fire Marshall and First Aider training courses, including refreshers, to ensure compliance for the Operations Control Centre
• Ensure standard operating procedures and local operating procedures, relating to health & safety, are followed and carried out at all times, including safe working practices, fire safety, and clean and safe working environments, identifying risks and hazards and mitigating these
• Carry out effective fire safety responsibilities, ensuring that all team training is completed on time and fire evacuation drills are completed in line with obligations, and the creation and implementation of fire safety risk assessments are carried out

Communications & Administration

Work in partnership and collaboration with the Business Support team, and line managers, to:

• Create and lead Northern Ireland's communications strategies for both residents and colleagues, championing the use of resident information screens, staff information screens, and the MiComms communications platform
• Assist with the co-ordination and distribution of the monthly Northern Ireland communications bulletins
• Provide administrative support to the senior management team as and when required, including the note taking of required meetings held by the senior management team in person or electronically
• Maintenance, collation and distribution of information and reports for the management team as and when required, that could be of a sensitive/confidential nature, thus adhering to GDPR guidelines at all times
• Raising purchase orders and receipting orders once services have been supplied
• Assist with the preparation of internal and external audits from local authorities, clients, contractors and enforcement agencies as and when required

Front of House

Work in partnership and collaboration with the senior management team to:

• Carry out site security inductions for new employees

• Be the person of contact for any landlord communications for Care & Custody sites across Northern Ireland
• Ensure that health & safety processes are communicated and followed for any contractor bookings and for contractors working on site

Person Specification

Essential

• Previous administration experience in a busy office environment
• Competent using all mainstream IT equipment and Microsoft Office packages
• Proven experience of supporting a team
• Ability to process information in a prompt and efficient manner
• Excellent standard of verbal and written communication skills
• CTC clearance, or willingness to become CTC cleared, which is a requirement for the role

Desirable

• Holds a current IOSH or NEBOSH accreditation, due to health & safety and FM responsibilities
• Proactive – to be able to perform in fast moving and pressurised environments, with flexibility, adaptability and agility
• Drives high expectations and performance goals for themselves
• Ability to work in a multi task environment
• High energy and personal resilience with a can-do approach
• Ability to see new and innovative ways of working
• Personal skills such as negotiation, problem solving and the ability to build sound professional relationships
• Demonstrates a high level of initiative and common sense