Job Details

HR & Facilities Co-ordinator

Location: Kingston

Permanent Full Time

Salary: £30k

HR and Facilities Co-ordinator

Permanent Full-time office-based Mon-Fri 9.00am- 5.30pm

£30k

Kingston, Surrey

Starting ASAP

JOB SUMMARY   - Provision of HR administrative support in line with local law, regulations, company policy and procedure. Administration of effective and efficient facilities service in line with building, environment, health and safety requirements. Assisting senior leaders with administration

HR

Maintain manual and Workday HR records for all EMEAA offices.

Process recruitment & induction documentation.

Request employee references.

Complete leaver details in files and on Workday.

Manage long service programme.

Manage leaver administration. 

Advise line managers about any floats, Company equipment etc, logged in the leavers file to ensure retrieval.

Collate sickness absence report on a monthly basis.

Complete reports by department for the UK and EMEAA on labour turnover, absence, current recruitment, new starters with recruitment costs, leavers, temporary staff usage by department with costs by department.

Manage internal training course arrangements

Update employee training records on Workday.

Manage all compliance training.

General

Research & organise year end event party & other associate events.

Promote and organise charity events.

Take detailed meeting notes as required

Collate presentations as directed.

Maintain an accurate and up to date record of spend against budget.

Collate documents as directed e.g. training materials, induction materials, associate handbooks.

Place orders for stationery items, check orders and distribute.

Undertake delegated projects and assist senior colleagues as requested.

Undertake any other duties as may be required consistent with the post.

Always maintain confidentiality.

CORPORATE SERVICES

Effective and timely dispatch of internal and external mail and packages in line with set timetables or on an ad hoc basis (will be required to take items to post office).

Liaise with approved contractors to maintain internal and external building environment (e.g. heating, air conditioning, lighting etc) in good working order ensuring that all repairs are reported immediately and follow up on progress. 

Monitor the performance of key contractors on a regular basis

Monitor the general wear and tear of the facilities infrastructure and assist in developing plans for planned preventative maintenance and renewal.

Investigate initiatives to improve the facilities infrastructure for the benefit of staff and visitors

Arrange furniture moves when requested in a timely and efficient manner.

Maintain notice boards.

Liaise with local council, emergency services, neighbours and visitors on property related matters.

Manage carparking and car registrations as required.

Health, Safety and Security

Carry out duties relating to the prevention of legionella. This includes:

• The flushing of all hot water outlets for 5 minutes on a weekly basis.
• Recording monthly checks of cold-water outlets to ensure temperatures read below 20oC.
• Recording monthly checks of hot water outlet to ensure all temperature readings are

Maintain the in-house security system and issue office access cards.

Maintain an accurate record of security access cards issued.

Act as Fire Marshall .

Act as health and safety representative.

General

Monitor kitchen & stationery supplies to ensure an adequate supply is always maintained.

Manage costs within budget and ensure supplies are purchased with consideration to price and quality.

Maintain service and maintenance contracts

Maintain budget and spend records to enable effective budget management

Process supplier invoices

Provide cover for general office requirements e.g. issues with car park shutters, toilets, lights, stationery etc.

Greet visitors and contractors and ensure sign-in procedures are adhered to.

Sign for all packages and deliveries etc. and make appropriate individuals aware.

Order taxis / courier bikes as requested.

KNOWLEDGE, SKILLS AND EXPERIENCE:

Essential:           

Note taking skills

Computer literacy (Word, Excel to intermediate level)

Organisation and planning skills

Time management

Teamwork

Oral and written skills

Presentation skills

Initiative

Communication skills

Methodical and accurate

Attention to detail

Desirable:          

Computer literacy (PowerPoint)

Knowledge of Workday (HRM system)

Disclaimer: Due to the high amount of interest that we receive for each of our roles, unfortunately we cannot respond to each application individually, therefore if you do not hear back from one of our consultants within 14 days then unfortunately you have not been shortlisted for this role.

Closing date for applications: November 30, -0001

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