Job Description

This is a senior supporting role and you will be trusted to understand the priorities of your group with an aim to deliver, advise and add value. Relationships will be mostly with the Office Leader, Senior Office Management, and some external parties/suppliers/contractors.

We are looking for someone with existing experience in this field.

In addition to providing a full range of office and administration support, you will make an impact in this role by…

• Taking responsibility for the general smooth running of the office, ensuring appropriate resources are in place to provide an effective and efficient service
• Manage office maintenance contractor relationships for services ensuring safe practice and compliance is always followed
• Take responsibility for the office space, to ensure the standard and efficiency of the workplace environment is maintained
• Ensure any planned preventative maintenance is carried out at the appropriate time, maintaining a relevant calendar. Communicate all PPM events that are relevant to staff. Ensure all statutory testing and certification is carried out for the office. Maintenance of Fire and emergency equipment including signage and fire extinguishers.
• Demonstrate best practice and ensure Contractors’ Register, H&S and operational documentation is relevant to the work being carried out and that it is up to date and reviewed annually
• Identifying absences and peaks of workload in advance, arranging for resources to provide cover where necessary
• Being an advocate of continuous improvement, suggesting and implementing new initiatives to current practices
• Providing excellent front of house support, making our external guests feel welcome and notifying them of our in-house health and safety procedures.
• Supporting office and team coordinators in managing the meeting room bookings, organizing the room set up, hospitality and refreshments as required
• Supporting on day to day team and ad hoc administrative duties
• Supporting client and social events, this will involve ensuring that the meeting space is set up for the event and all refreshments ordered and are in place
• Ensuring that the office environment is always professional, particularly the meeting rooms, and takes action when appropriate
• Working collaboratively with other office and team coordinators, sharing workload and providing cover as required, setting and maintaining high standards
• Ensuring collaborative working relationships are established with other disciplines to promote effective support across your location
• Being proactive in engaging with relevant groups to raise or highlight issues and work together to resolve these
• Demonstrating sound knowledge in Arup procedures and in-house systems, promoting and demonstrating best practice, generating ideas and acting as a change agent when needed
• Understanding the link between all Business Services disciplines and being able to draw on these relationships to deliver high quality outputs both to internal and external clients
• Being aware of Health & Safety best practice, identifying risks, breaches or specific needs. Taking on H&S roles (workstation assessor, fire marshal or first aider). Being aware of possible risks when internal clients are making site visits
• Carrying out recruitment interviews and appraisals. Arranging training where needed.
• Proactively manage budgets and monitor spend vs budget. Take action where needed to ensure best value and cost savings are achieved
• Demonstrating awareness of the strategy plans for the office location and assist in achieving these
• Networking with counterparts in other organizations to build relationships and make contacts

Reward and Benefits:

We offer a competitive salary at all levels and one of the best benefits package in our sector. Core benefits include Private Medical Insurance, Life Assurance, Accident Assurance and Income Protection cover. You will also have access to a grade-related Flexible Benefit Fund which you can choose to take as extra cash or spend on a wide range of Choice benefits to help you with your work/life balance and financial security.

Required Knowledge, Skills, and Abilities

To achieve in this role, you are likely to… Be an excellent communicator, both written and verbal. Demonstrate excellent experience of standard office management procedures. Demonstrate excellent knowledge of Microsoft packages. Display an engaging, enthusiastic and confident manner with an interest in supporting the work we do and providing excellent customer service. Possess excellent attention to detail. Have an ability to stay calm under pressure. Be able to priorities demands and cope with changing deadlines. Demonstrate reliability, flexibility and adaptability. Be enthusiastic about gaining new relevant skills and to share own skills and knowledge with others. Knowledge of working at height and manual handling. Completed a level 4 in facilities management or similar e.g. National. General Certificate in Occupational Health & Safety. BIFM – British Institute of Facilities Management. IOSH - Institution of Occupational Safety and Health. The ideal candidate must be self-aware, maintain excellent working relationships with other disciplines within own location as well as be able to build collaborative working relations with counterparts in other offices with an understanding of what is happening elsewhere and not be afraid to adopt or suggest best practice.