Facilities Assistant

Job description

Duties/ResponsibilitiesEMCOR UK are currently seeking a Permanent Full Time Facilities Assistant to join our busy team at Addenbrooke's Hospital in Cambridge.Working Hours: Monday to Friday 1. 40 hours per week.Job Purpose:The successful candidate will ensure effective delivery of facilities services including Reception, Couriers, Stationery, Mail, Meeting room management, Audio visual equipment, Housekeeping, Reprographics, Goods in/out, archiving and general office services.The highest degree of expertise in customer service and communication is required, to ensure all staff and visitors to the building are treated politely and efficiently, to ensure the best customer experience is consistently delivered in a knowledgeable and professional manner.Principal Accountabilities:Provide a warm and welcoming greeting to all who enter the building.Demonstrate behavioural awareness of all staff and visitors to the building and respond calmly and in a friendly, helpful manner.Provide knowledgeable and informed responses when dealing with customers.Be informed about the building and the surrounding area, GSK, EMCOR and about associated third party organisations.Greet visitors; provide correct badges to visitors. Provide assistance and guidance to visitors as required.Maintain visitor records to ensure accurate management information is available on request, including number of visitors to the building, department and host details.Assist in maintaining the security of the building and be alert to activity in the area.Assist in the provision of high visibility guarding in the reception area, and report anything suspicious to the FM.Reporting any issues and concerns in a timely manner to management teamMaintain security and safety standards as required, ensuring that visitors belongings are checked on arrival and that they are escorted when required.Ensure contractors do not have access to areas without the appropriate authorisation or supervision maintained.Maintain break out and kitchen areas when janitorial team not available.Administration of taxis booking liaising with customer.Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted.Carry out workplace inspections and audits as required.Ensure signage and notice boards are kept neat and tidy at all times.To log all outgoing goods and incoming goods for tracking purposes. To support with courier requests and invoice queries.Administer the booking system for conference rooms and workrooms, following current guidelines. Deal with all queries in a positive and helpful manner. All bookings to be verified in advance.Actively participate and assist as directed / required in business continuity situations (e.g. communications, directions to hot desks, alternative working arrangements and locations, other ad hoc arrangements).To manage a stock of printer paper, manage refilling of printersSort & deliver all incoming (internal and external) post to individual pigeonhole.Sort all outgoing mail (internal and external), including special and recorded deliveries and orgainise couriers when required.Maintain a safe and tidy workplace.Demonstrate a flexible approach to the role, including multi-tasking and coverage of other aspects of the service delivery as required.Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.Ensure there is a clear, concise method of exchanging information with colleagues during the shift change, to maintain clear communication with all relevant partiesPerform fire warden duties in the event of a building evacuation, to ensure the building is cleared in a swift and efficient manner.Provide reassurance to staff throughout the process and assist in the reoccupation of the building once the all clear is given.Follow required emergency prevention and operational controls.Report all accidents, occupational illnesses and emergencies.Apply, execute and maintain function related quality issues.Be conversant with all statutory and EMCOR policies and procedures and ensure compliance at all times (particularly the EMCOR PPE mandate).Person SpecificationPrevious and extensive experience in a FOH role in a front facing, customer service environment Experience of visitor management, telephone and helpdesk systemsSIA licence / security guarding experience very advantageousConflict resolution training / experience would be an advantageFire warden and first aider training and experience very advantageousAble to work autonomously and maintain the highest standards - must be able to work on own initiativeSmart, presentable appearance at all timesExcellent people skills, including good listening skills and behavioural awarenessSound organisational skills and the ability to prioritiseFirst class communication skillsExcellent IT skills in Outlook, Word, Excel and PowerPointFlexibility to provide coverage of other aspects of the service delivery across the accountBenefits 25 days annual leave Pension schemes Cycle scheme Company sick pay Flexible Working policy where applicable and feasible Employee benefit discounts including childcare vouchers Personal Development opportunities: our appraisal process is designed to identify your training needs and the personal development goals needed to progress your career.. Discount on GSK Products in Onsite shop (Aqua fresh, Sensodyne, Voltarol,… ) In Learning with Lynda.com content (Linked in Learning), Career Innovation, Leading Edge - online platforms for professional development and growth Creating Balance; our steering group promotes Diversity and Inclusion throughout our business. Mental Health and Wellbeing; Mind is our EMCOR UK charity, and as such mental health and wellbeing is an important topic for us. To support this we have an Employee assistance programme available to you with free advice on dealing with personal problems such as; debt, legal issues, relationships, addictions and stress. Charitable Giving and Community; we offer two days off per annum for you to support your chosen charity. Recognising Excellence; our annual Employee Excellence Awards are designed to recognise and reward individuals or teams for their outstanding contribution and performance at work