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Office and Quality Assistant

Suffolk

You will assist the Office and Quality Executive in facilities coordination and building management, to promote high standards and to ensure the office runs smoothly. You will ensure that all visitors are greeted in a professional manner and support all employees and visitors. You will build excellent relationships with all employees and support them with office requirements and administrative support. You will fully understand business functions and will strive to meet expectations and deliver high quality works. Reports to the Office and Quality Executive.

 

Team worker:

  • Assist and provide support to the Office and Quality Executive and Associate Director (Information and Security)
  • Work closely with other members of the Business team
  • Work closely with other professionals throughout the business
  • Ensure information is available on a timely basis
  • Work flexibly to support delivery across the service

 

Business delivery:

  • Ensures office building and it’s processes are always highly organised and presentable at all times
  • Builds exceptional relationships with all employees
  • Builds exceptional relationships with external suppliers including cleaning, building servicing and waste management – Ensuring the most cost effective savings are obtained every year
  • Helps and assists all staff by performing ad hoc duties such as proof reading, document editing and minute taking
  • Assists with facilities co-ordination and building maintenance for Concertus Group offices, ensuring all issues have been logged and action has been taken to resolve
  • Assists with co-ordination of the quality management function at Concertus, working with the team to update policies and procedures and notifying staff of changes
  • Considers new ways of working, offering ideas for new procedures
  • Provides administrative support to all staff as directed by line manager
  • Understand all staff needs in terms of office space and facilities
  • Reports all issues of importance to the appropriate people and provides support to all team members
  • Monitoring processes to ensure KPIs are met and assist with KPI reporting
  • To undertake internal audits to ensure all group offices are complying with the requirements of accreditations
  • To assist with ensuring excellence with regards to health and safety at Concertus, ensuing template documentation is updated in line with legal compliance, PPE is issued and reviewed, workstation assessments are carried out and closed – incidents and near misses are recorded and investigated
  • Work with HR to ensure full provision of first aiders, mental health first aiders and fire marshalls across the company, ensuring all legal compliance and full training and awareness programmes are introduced
  • Administer all company storage requirements, including staff lockers, filing and general storage
  • Assistance with facilitation of office moves and refurbishments

 

Measures of success:

  • Feedback from colleagues and Line Manager
  • Timely completion of tasks
  • Accuracy
  • Effectiveness of support
  • Colleague feedback
  • Clear Review

 

It’s essential you have:

  • The ability to carry out effective communication with all stakeholders
  • Sensitivity when dealing with confidential information
  • Effectively manage own time, workload and resources
  • Strong attention to detail and a high level of organisation
  • Able to effectively manage own time, workload and resources

 

Communicating:

  • To carry out effective communication with all stakeholders
  • Sensitivity when dealing with confidential information

 

How you act:

  • Professional, friendly and honest – Builds good relationships with colleagues, understands the importance of confidentiality
  • Attention to detail – Able to deliver clear and accurate information
  • Team worker – You work collaboratively with your team to achieve better outcomes for customers
  • Service deliverer – You focus on delivering a service that provides great outcomes for our customers
  • Customer focused – you put the customer first
  • Shows initiative – you come up with ways of improving how we do things
  • Well organised – you plan and prioritise your work to ensure that deadlines are met. You have the ability to plan and multi-task and can work to strict deadlines
  • Willing to learn – you want to acquire new skills that will support you in your role
  • Flexible attitude – you are prepared to work flexibly to deliver the service

Apply here:

    CV*

    Covering Letter*