Job Description

Responsibilities will include:

• Preparing and editing letters, reports, memos, PowerPoint presentations and emails. Word processing, creating spreadsheets, presentations, and filing. Ensuring that all contract documentation is prepared to the highest standard, that version control is managed and that all official documents relating to the contract are stored within the specified area on the ShareDrive
• Scheduling meetings on behalf of the Account Director and the four (4) Senior Regional Managers, including booking travel and accommodation
• Booking and preparing venues for meetings or setup Teams/Skype meetings as appropriate, including organizing catering. Preparing and circulating meeting agendas. Recording minutes of meetings, actions, and distribute minutes of meetings. Tracking and chasing actions from meetings
• Assisting the Account Director in the preparation and presentation of the contract ‘National Performance Review’ and assisting the Senior Regional Managers in the preparation and presentation of the ‘Regional Performance Reviews’
• Improving contract performance, accessing databases, or liaising with database managers to collate data and present the data for review, responding to questions and requests for information
• Taking comprehensive notes during formal investigations and HR meetings conducted by the Account Director and Senior Management Team
• Familiarizing yourself with all OCS processes and procedures and so be able to assist and advise the SMT and field-based teams on the correct forms, processes, and procedures
• Supporting the SMT in the timely production of reports and statistics as required
• Researching events on behalf of the Account Director/SMT
• Liaising with internal and external stakeholders to ensure that the SMT information and communications are shared
• Managing workflows, handling of external or internal communication or management systems
• Attending workshops and conferences when requested
• Producing regular or as requested reports, and statistical analysis as required to support the effective service delivery to the contract
• Any other administrative duties requested by the Contract Director

Experience required:

Education/Qualifications

• Math and English GCSEs above a grade C, or equivalent
• Good IT literacy- Proficient in MS Excel, Power Point & Word
• Experience of operating a CAFM (Computer Aided Facilities Management) system, preferably Concept – desirable
• PowerBI - desirable

What will you get in return?

• An enhanced pension scheme (above auto enrolment rates) - to save for the future
• Life Assurance – to protect your family should the worst happen
• 25 days holiday, plus 8 bank holidays on top
• Option to purchase additional annual leave
• Private Medical Insurance – to protect you
• Access to 100s of high street discounts
• Financial Wellbeing support - Access to low interest loans
• Recognition scheme ‘OCS Stars’- monetary rewards given to top performers
• Training and Development- apprenticeships, e-learning, English as a Second Language and our award nominated ‘Impact’ Programme
• Long Service Awards
• Cycle to work scheme- discounted bicycles
• Access to our Employee Assistance Programme- 24-7 Health & Wellbeing Support

Required Knowledge, Skills, and Abilities

Demonstrable experience of office administration (preferably within a Facilities Management environment). Proven experience of frequent use of MS Excel and PowerPoint. Strong written and verbal communication skills. Self-motivating, confident and enthusiastic. A good communicator. Approachable. Customer focused with attention to detail. Logical, systematic, organized and able to priorities workloads. Tenacious with strong analytical and problem-solving skills. Able to manage large amounts of data. Excellent personnel management skills.