Administration Officer

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Job description

An experienced administrator is required for a temporary assignment at HMP Pentonville

Your new companyAs an agency supplier to the HM Prison Service for the provision of maintenance trades and support operatives, Hays is seeking to recruit an experienced administrator for HMP Pentonville. This is an exciting opportunity to work within the prison service and can often lead to permanent opportunities.

The post is full-time (39 hours per week) on a temporary basis. Hours worked: Monday - Thursday 8:00am - 5:00pm, Friday working 8:00am - 4:00pm with a 1-hour unpaid break. These hours may differ slightly. The rate of pay will be £15.84 including holiday pay.

Purpose of Role:Responsible for the administration within GFSL under the supervision of the Site Manager to ensure the smooth operation and running of the office environment. This will include general clerical tasks, answering the telephone, sending / receiving email communications, liaising with suppliers, clients, staff and customers. Taking a lead role in the management of the CAFM system logging / updating and closing job on the system.In addition the raising and receipting of requisitions via the approved system. This role also included the need to run various reports from a number of different IT systems / databases.
Principal Accountabilities: To develop and maintain positive and harmonious relationships with Contracts Managers, Supervisors, Operational personnel and all other internal Departments, whilst ensuring that standards are maintained and company procedures are adhered to. To have a professional and motivating approach to the operational needs of our business, demonstrable to internal staff and all customers, 100% of the time. Support the Site Manager in the day-to-day implementation of policies, procedures and standards necessary to maintain the integrity of ongoing operational activities and provision of a high quality service to customers. To operate on a day-to-day basis all operational computer systems associated with GFSL. To answer telephone requests for service from customers and to log details into the CAFM system. To contact operational staff (during normal working hours) and to allocate service request calls to the appropriate personnel, escalating matters if required To distribute and process planned preventative maintenance (PPM) work instructions for both Operational staff and subcontractors. To assist Site Managers and Supervisors in the effective re-scheduling of PPM jobs and other operational tasks when deemed necessary. Coordinate with Operational staff, to process all purchase orders for delivery of materials and/or spares in conjunction with planned maintenance visits. Once client order number and authorisation from the Contract Manager is received, coordinate with Operational staff, to process all purchase orders for delivery of materials and/or spares in conjunction with reactive or additional work requirements. Raising/monitoring of all purchase orders in respect to Planned preventative maintenance, reactive maintenance, quoted & additional works only when all relevant supporting paperwork is attached i.e. Method Statements, Risk Assessments & Insurance Policies. Oversee and participate in the management of business correspondence, note taking, filing, sorting and general organisational of the GFSL office. Raising of Stationery Orders/Uniform/PPE. Management communication update of all relevant issues. Coordination and minuting of meetings To co-ordinate staff annual leave, sickness, timesheets and expenses claims.

What you need to succeed:

• Previous administrative experience is necessary.
• Flexible and adaptable.
• Good verbal and written communication.
• Proactive, conscientious, and confident in their approach.

PLEASE NOTE: All candidates will be required to undergo a full prison security check, both of which will be facilitated by Hays upon registration. Please ensure you have a valid passport, birth certificate, full or provisional driving licence and proof of your national insurance number. If you do not have any of the listed identifications, we do offer alternative choices. #

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