AO Workplace Management Estates Officer

Workplace Management Estates Administrative Officer

Job Description
Location: Warehouse K, London, E16 1DR
Office Based
Hourly rate: £15.92
Working Days/Hours: The successful candidate will be required to work flexibly to provide cover for the Estates Rota which operates Monday - Friday 8.00 am- 5.00pm - 7.24hrs a day.

• Rota will be agreed prior - candidate needs to be flexible.

Brook Street in partnership with the Home Office has a fantastic opportunity to join their team as an Admin Officer.

Experience Needed/Desired:

• Organising effectively to achieve desired results/outcomes.
• Regularly processing complex and varied information accurately and in the required format.
• Experience of working with Microsoft Office package.
• Ability to cover for colleagues as part of the Estates rota and demonstrating flexibility.

Desirable Skills and Experience:

• Previous experience of working in FM/Health & Safety environment.
• Willingness to undertake training and implement the learning to the role.

Duties/Responsibilities:

• To support the London WpM Estates/Health & Safety team with the day-to-day running/Facilities Maintenance and Security of the site.
• To act for HMPO staff ensuring that appropriate action is initiated, monitored and completed in a timely fashion in response to ad hoc estates issues, raising Work Order Requests and liaising with MOJ/FM colleagues.
• To ensure all accidents, near misses, dangerous occurrences, and occupational illnesses within HMPO demise are appropriately reported staff in line with HO guidance, investigate their causes and identify any remedial actions if required.
• To support in the management of Health & Safety at work for HM Passport Office staff and customers, including any training and organisation of local H&S Committee.
• To undertake and support the workstation assessment process for HMPO staff, to record and monitor progress and order specialist equipment, if required.
• To develop and maintain knowledge of H&S legislation, policy, procedure and security guidelines so as to complete all work in accordance with HM Passport Office policy, procedure and Best Practice guidelines.
• To support the Estates Manager in carrying out risk assessments within the HMPO demise and pertinent to HMPO processes, reviewing these at least annually and managing the risk assessment register with due diligence.
• To support Home Office Security colleagues in administering the access control system, ensuring Home Office security passes are issued and controlled in accordance with HO security policy and procedures.
• To support FM contractors in the day-to-day arrangements for physical security of the HMPO areas including public facing areas and arranging additional guard cover as required.
• To administer for HMPO a system for recording and receiving HMPO visitors to the site ensuring records are complete in coordination with local security team.
• To work with Building Landlord and MOJ/FM contractors and support in their work monitoring & maintaining the fabric of the estate.
• To administer lost property log and dispose in line with current HMPO guidance.
• To support in conducting building audits where required, identifying areas of concern.
• To maintain administrative control of keys pertinent to HMPO demise.
• To provide effective and timely customer care to internal and external customers in line with current guidance and best practice.
• To work proactively, flexibly and provide support to other WPM colleagues/areas as required, including ensuring adequate cover of the WPM Estates Team throughout the working day.
• Undertake manual handling activities which are required as part of the role.
• To support our business in organising office space, ensuring adequate desking and storage is in place and supporting office moves.

Training:
2 week training period, consisting of mentoring & shadowing. Please note that no annual leave will be permitted during the 2-3 weeks.

Clearance Level:
Basic DBS +SC, they can start off with CTC.

Role Specific Requirements:
You must hold a valid passport and must have lived in the UK for longer than 5 years. Please note that a period of 6 months or longer spent outside of the UK in the last 5 years will unfortunately not be accepted. This role requires security clearance that will be processed for you, if successful.