A fantastic opportunity has arisen for an Office & Infrastructure Support Administrator to join our Operations Teams. The role will be based at our Head Office in Edinburgh and will be responsible for undertaking facilities administration, ensuring the Office is fit for purpose.

The individual will work in conjunction with the Health and Safety executive and consultant, ensuring adherence to all aspects of H+S compliance.

The addition the role will support key aspects of the daily Operations function including areas of image, workflow, mail etc.

Key Responsibilities

• General support to the Leadership team in Head Office and support to the Operational areas.
• Ensure the Society’s premises remain fit for purpose where colleagues have the best possible environment to deliver an effective and efficient customer service. This includes oversight of:-
• Head Office mail processes (incoming and outgoing)
• Scanning of mail to appropriate locations and departments
• Scanning process across the network including ensuring appropriate quality control processes are implemented.
• Manage waste disposal (confidential/non-confidential/recycling etc).
• Ensure carbon footprint is minimised
• Maintenance of air-conditioning and security systems (CCTV, alarms).
• Obtaining quotes for repairs at Head Office and Branches
• Supervision of cleaning standards (internal and external) inc.liaison with cleaning companies
• Oversight of essential suppliers.
• Work with the Society’s Health and Safety Consultant to ensure compliance with appropriate legislation, ensuring colleagues are aware of and comply with their legislative responsibilities.
• Ensuring annual Health & Safety reviews are carried out and reported as required ensuring any follow up actions are carried out timeously
• Arranging out of house staff training including First Aid Courses & Fire Marshalls as required
• Undertaking annual workstation safety assessments for home working colleagues

This list is not exhaustive and the post holder is expected to carry out any other tasks that are required to fulfil the needs of the role.  Management may add or subtract from the list of duties in order to meet the need of the business as they see fit and as per the terms and conditions of contract.

Skills & Capabilities for the role:-

Qualifications:

• It is expected that the successful candidate will be educated with a minimum of Scottish Higher or National 6 equivalent

Experience required:

• A background in financial services
• Knowledge of Office Management and H+S compliance
• Experience in delivering business results in line with company strategy
• Comfortable with Microsoft PowerPoint and Word/excel
• Strong communications skills, both written and verbal
• Skilful at managing stakeholder groups and balancing diplomacy and tact with assertiveness
• Very good prioritisation skills to balance key priorities
• A strong customer centric approach

Experience of working within a structured management framework

Behaviours:

• Awareness of current Office management and Health and Safety  best practices and the ability to introduce revised practices into the Society
• Excellent stakeholder and relationship management skills
• Proven ability to continuously improve processes and procedures
• Energetic, determined, positive, goal focussed and consistent - even under pressure
• Builds trust and demonstrates integrity in all circumstances
• Ability to work independently

This list is not exhaustive, management reserve the right to amend the requirements as they see fit to ensure the post holder’s ability to fulfil the needs of the role.