Job Title: Business Administration & Facilities Officer
Location: Northampton
Salary: £23,000 – £25,008 per annum
Job Type: Full Time
Hours of Work: 40 hours per week 8.30am – 16.30pm
Closing Date: due to the volume of applications this vacancy may be expired early
About the role:
- To provide administrative support, to be responsible for specific projects as well as coordinating office procedures.
- To contribute to the achievement of the performance targets, aims and objectives of the Mentaur Group (Mentaur Ltd & Mentaur Community Support Ltd)
- To maintain a centralised list for Health & Safety Records for Mentaur Ltd and Mentaur Community Support Ltd.
- To keep Shareholders/Director informed of any matters of concern.
- Keep Facilities Management needed Records continuously up to date.
Key Responsibilities:
Administrative Duties:
- To establish, maintain accurate list of preferred suppliers along with their insurances and contact details.
- To assist directors/shareholders in maintaining relevant documentation for the companies. To store relevant paper documentation records electronically.
- To maintain and update Asset Management lists in HCM and train the Location Managers to do the same.
- To train the Managers on how to keep the training records up to date in the HCM software.
- To lead in creatively devising and maintaining office systems.
- To work as an integral team member, helping other departments after discussion with line management.
- To provide help and information to all departments when required.
- To be conversant with Companies’ Policies and Procedures.
- To be aware of the Companies’ Quality Assurance Policy.
- To undertake additional training as appropriate in agreement with line management.
Front Desk Duties:
- Whenever necessary, to perform front desk duties.
Facilities Duties:
- Providing minutes of Companies’ meetings, extracting action plans, and forwarding these to the relevant departments.
- Managing the office diary on a daily and weekly basis – especially when organising repairs or scheduling necessary visits, risk assessments.
- Maintaining status information reports on all facilities/properties and receiving and recording all information relevant to Group properties/facilities under the guidance of the Group Business Development & Facilities Manager.
- On a Monday, gathering and collating information for the Facilities Repairs and Maintenance Team and for any purchasing required for the Units. Preparing the list for the Maintenance Team and placing it in the drop box.
- Maintaining Health & Safety records for the Group.
- Producing correspondence, documents, and presentations whenever required.
- Organising and storing paperwork, documents, certificates, plans computer-based information
- Devising and maintaining creative ways of managing office systems.
- Liaising with members of staff in other departments or external contacts.
- Undertaking additional identified training and in agreement with your line-manager.
About you:
- Degree on Business Administration/ or other relevant
- Minimum A-Level education
- Experience of working with your own initiative and organising your own workload. Prioritising and taking responsibility for that work.
- Experience of effectively managing your own correspondence. Proficient level of verbal and written English
- Good overall communications skills. The ability to communicate clearly and effectively at all levels, taking into account cultural and language difficulties.
- Good interpersonal and motivational skills
- The ability to work closely in a team with patience, adaptability, flexibility and improvisation
- Dedication, focus and always on task.
- Strong organisational and administrative skills
- To be able to manage workload and time effectively.
- Excellent multi-tasking skills and ability to work under pressure.
- Ability to always maintain confidentiality.
- Good knowledge of GDPR
- Required to have a British Driving Licence
The Company offers full training opportunities, 5 weeks + Bank Holidays annual leave p/a and a pension.
Position is subject to an enhanced disclosure check with the Disclosure & Baring Service & DSB First. The Company is an equal opportunities employer.
Interviews will take place in Northampton. You will be required to complete a short test.
Please click the APPLY button to send your CV and Cover Letter for this role.
Candidates with the experience or relevant job titles of; Facilities Administrator, Administrator, Office Administrator, Office Admin, Senior Administrator, Office Support, General Admin, Team Administrator, Administrator, may also be considered for this role.
