Facilities Assistant, Cardiff

  • Location: Cardiff
  • Duration: Ongoing
  • Salary: £22,308 - £25,000
  • Start date: As soon as possible
  • Job Type: Permanent
  • Sector: Facilities & Administration
  • Posted:

Job Description

Who are we?

We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within education, social care, domiciliary care and the pharmaceutical sector, from a network of offices across the UK.

We have recently been recognised for our fantastic business achievements across a number of awards:

  • Finalists for Best In-House HR Team and Excellence in HR – CIPD HR Wales Awards 2024
  • Winner of Best Employer and Finalists for Best People Services, Best Business Services and Best Sustainability – Cardiff Life Awards 2024
  • Winner of Best Technology and overall, Platinum Award Winner (Checks Direct) – Cardiff Life Awards 2024
  • Highly commended for Skills Development – IOD Wales Awards 2024
  • Finalists for Best Temporary Recruitment Agency, Recruitment Agency of the Year 100+ employees and Most Effective Compliance Operation – Recruiter Awards 2024
  • Finalists for Scale-Up of the Year and Team of the Year (Checks Direct) – Fintech Wales Awards 2024

Job purpose:

The function of this role is to deliver a range of high quality, customer focused services that positively enhance the working environment and support all departments centrally e.g. facilities, property maintenance, reception and switchboard, mail, security, event planning and administrative support.

Main duties:

  • Dealing with Group Facilities Helpdesk within the LSA timeframe
  • Reconciliation of credit card activity each month, recording statement details and receipts and forwarded to the Accounts department.
  • Purchasing of vouchers from start to finish for Wheel of Fortune, Target Incentives, Staff incentives.
  • Maintaining the TV Licenses within the business.
  • Assist the Group Facilities Supervisor with the procurement Contractor/Supplier vetting process in line with our ISO commitments.  Reporting contractor/supplier activity across all sites.
  • Updating of department spreadsheets
  • Ensuring all documentation that requires archiving is correctly completed in a timely manner.  Regular audits completed on documentation held at our storage facilities.
  • In house First Aider and Fire Marshal, acting as joint co-ordinator alongside counterpart.
  • Collating of company driver information (driving license checks / grey fleet information)
  • Monitor fleet telematics and recording of incidences.
  • Booking of executive vehicle and liaising with chauffer’s, ensuring vehicle is stocked appropriately
  • Auditing of vehicle checks (inspection reports / driver booking / MOT’s etc)
  • Arranging lease vehicles when required
  • Produce ad-hoc reports relating to fleet when required by Group Head of Facilities and/or SMT.
  • Booking of hotels and travel arrangements for staff
  • Auditing and arranging staff training (driver safety / first aid / fire warden)
  • IOSH trained or willingness to undertake training.
  • To aid the Executive Engagement Officer in the organisation of events, including liaising with suppliers, caterers etc.
  • To assist in market research when required for the facilities team.
  • Minute taking.
  • Reception cover / greeting visitors
  • Additional administrative tasks delegated by Group Facilities Supervisor

Main responsibilities:

  • Responsible for providing support to the Group Facilities Supervisor with premises and Facilities and the functioning of the Facilities Department
  • Responsible for providing operational support to the organisation via the Group Helpdesk
  • Responsible for taking reasonable care of your own health and safety and ensuring that you take reasonable care not to put other people (including fellow employees and members of the public) at risk by what you do or do not do in the course of your job
  • Responsible for safeguarding assets within your control and possession, including but not limited to hardware, software, systems, or information, and to report any suspected breach in security without delay, to the relevant personnel as required
  • Responsible for the non-disclosure of any confidential information and/or trade secrets of the Company to third parties and/or the misuse of any confidential information and/or trade secrets of the Company for your own purpose/benefit
  • Responsible for establishing, maintaining, and developing excellent working relationships with colleagues within your department and the wider Company
  • Responsible for delivering exceptional levels of customer service; both to internal and external customers
  • Responsible for communicating with people in a respectful, courteous, and professional manner at all times

Educational / Qualification attainments:

  • Valid Full UK/EU/EEA Driver’s License (essential)
  • Customer Service Qualification
  • Business Administration Qualification
  • Health and Safety Certification
  • First Aid Qualification

Knowledge, skills and experience:

  • Excellent administrative experience
  • Excellent IT skills – Excel, Word and HR Select
  • Articulate with excellent communication skills
  • Analytical ability – robust judgement and decision making
  • Excellent standard of presentation skills
  • High proficiency level in English to enable accuracy and quality of minutes
  • Strong organisation skills
  • Attention to detail

Personal qualities:

  • Team Player
  • Credibility – consistent, competent, compassionate and committed
  • Creativity
  • Adaptable to meet style of audience

What we offer:

Fantastic employee benefits including:

  • Health Cashback scheme
  • Life Assurance of 4 x salary
  • Pension Salary Sacrifice Scheme
  • A generous annual leave entitlement of 25 days holiday plus bank holidays (rising to 27 days holiday after two years’ service)
  • Opportunity to purchase additional annual leave through salary sacrifice
  • A day off for your birthday
  • A Giving Back day – to offer your services to the local community
  • Electric Vehicle Salary Sacrifice Scheme (subject to qualifying eligibility criteria)
  • Cycle to Work Salary Sacrifice Scheme (subject to qualifying eligibility criteria)
  • Opportunity to join our 3% interest Christmas savings scheme
  • Employee referral scheme; you can earn between £250 and £500 for each successful referral into the business
  • Regular social, health and well-being events
  • Free on-site parking
  • On-site Gym

New Directions Holdings Ltd is acting as an Employment Agency in relation to this vacancy.

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