Intern - Workplace in London

This role will support coordination of workplace, facilities, access management and H&S activities.

This role supports the management and performance of Workplace and the evolution of LDN Workplace which in turn supports the Natixis CIB UK Branch.

Provide support to the Workplace department and wider branch, driving analysis, process improvement, projects and strategic initiatives.

Automating procedures and processes to allow service to focus on people centric tasks, in line with CIB UK Branch' commitment to integrate AI tools into daily workflows to support growth and productivity.

What you’ll be doing

• Complete permits using building management online platform for attending contractors, uploading the necessary documentation and information.
• Carry out escorting duties, ensuring that contractors remain within the spaces needed for work activities.
• Gather monthly click data from the onsite MFDs and upload onto relevant supplier portal, updating internal usage spreadsheets.
• Manage and order toner replacements.
• Health & Safety
• Carry out weekly H&S checks, including but not limited to slips, trip and fall risks and fire hazards, reporting findings through the correct channels and provide resolution to close out outstanding actions.
• Order and distribution of DSE equipment, providing guidance on best practice.
• Carry out PEEPs in line with building fire evacuation processes, updating records and automating reminders for follow ups.
• Book staff onto First Aid and Fire Marshal training, reviewing trained staff levels on floors to guarantee optimum coverage.
• Administration
• Carry out stationery checks, ensuring that stock remains at optimum levels. Ordering consumables on a usage frequency.
• Co-ordinate incoming/ outgoing deliveries, liaising with building security on large deliveries and collecting deliveries from the loading bay.
• Raise purchase orders for stationery and first aid consumables.
• Handle archive requests, including recalling boxes from store and providing reporting on boxes due for destruction with approval.
• Assist wider Workplace team with desk and departmental moves.
• Update departmental policies and procedures, automating review dates and uploading onto internal intranet page.
• Review internal Workplace departmental workflows, advising and implementing automated AI were reasonably practical.
• Utilise departmental and company tools to co-ordinate activities associated to the supply chain (e. g. CAFM).
• Support the Workplace department and wider business with any other tasks and duties as required.
• Administration activities to support our Change Management programme including meeting co-ordination, production of materials and Sharepoint site ownership.
• Data Analytics
• Collate, input, and analyse into tracking tools utility data, waste data (e. g. office waste, WEEE waste, confidential shred waste) identifying trends, opportunities to reduce demand and reduce cross contamination of waste.
• Collate, input and analyse data including of accident/incident/near miss.
• Identify automation workflow activities and develop Power Automate workflows.
• Data evaluation to support 1Lo D control activities.
• What we need from you
• Previous experience having worked within Facilities or Workplace environments preferred but not essential.
• Good understanding on AI methodologies and can use AI to identify continuous improvement opportunities.
• Proficient in Microsoft Office application (Excel, Power Point).
• Possess good interpersonal skills.
• Good analytical skills, capacities to articulate conclusions based on data & MI.
• Capacity to maintain confidentiality of information.
• Autonomous, Rigorous & well organised individual.
• Ability to work under pressure and be disciplined in their approach.
• Curiosity and genuine interest in wanting to work for Natixis.