Facilities Assistant
| Posting date: | 13 June 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 13 July 2025 |
| Location: | ST16 2AX |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 76993 |
Summary
Job Title: Facilities Administration AssistantSalary: £24,190.00 per annumContract: Permanent, Full timeWorking Hours and Days: Monday to Friday 8am until 4pm - 35 hours
Location:QBE, Mill Court, Mill Street, Stafford, Staffordshire, England, ST16 2AX
Reporting To:
Regional QBE Facilities Manager - primary
Operations People Leader - secondary
Job Purpose:
Supporting the day-to-day operations of the facilities team by ensuring the workplace is safe, clean, well-maintained, and operating efficiently. The Facilities Administration Assistant plays a key role in maintaining the physical environment and supporting staff and visitors. In addition, there is a requirement to provide administrative support to underwriting teams. This role bridges administrative functions with processes, supporting teams with documentation, data management, scheduling, and basic tasks.
Key Responsibilities:
Facilities Support:
-Monitor access to the building and report any security concerns.
-Support the management of keys, ID badges and visitor logs.
-Monitor cleanliness standards and liaise with cleaning staff or contractors.
-Ensure communal areas, meeting rooms and rest rooms are tidy and well-stocked.
-Report and follow up on more complex maintenance issues.
-Act as a point of contact for internal and external stakeholders - draft and distribute internal communications and updates.
-Manage deliveries, post, office supplies and ad-hoc requirements.
-Conduct regular checks to ensure compliance with health and safety regulations.
-Support fire safety procedures, including fire drills and routine checks.
Administrative Support:
-Support data entry, analysis, and reporting using spreadsheets or specialised software.
-Maintain and update records, databases, and filing systems.
-Prepare reports, presentations, and documentation as required.
-Liaise with IT or technical teams to resolve minor technical issues.
Skills and Qualifications:
-Essential:
-Strong administrative and organizational skills.
-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
-Basic understanding of technical systems and/or willingness to learn.
-Excellent written and verbal communication skills.
-Ability to multitask and prioritise workload effectively.
-Good practical and problem-solving skills.
-Awareness of health and safety regulations.
-Ability to work independently and as part of a team.
-Desirable:
-Previous experience in a facility, reception/front of house or administrative role.
-IT skills relevant to the role.
Personal Attributes:
-Reliable and punctual.
-Detail-oriented and methodical demonstrating accuracy, attention to detail and a flexible approach to evolving business requirements.
-Proactive and self-motivated with a hands-on approach.
-Good communications and interpersonal skills.
-Team player with a collaborative mindset.
-Adaptable and eager to learn new technologies and systems.
Working Conditions:
-Based on site only.
-May involve light physical tasks such as lifting and carrying items.
Location:QBE, Mill Court, Mill Street, Stafford, Staffordshire, England, ST16 2AX
Reporting To:
Regional QBE Facilities Manager - primary
Operations People Leader - secondary
Job Purpose:
Supporting the day-to-day operations of the facilities team by ensuring the workplace is safe, clean, well-maintained, and operating efficiently. The Facilities Administration Assistant plays a key role in maintaining the physical environment and supporting staff and visitors. In addition, there is a requirement to provide administrative support to underwriting teams. This role bridges administrative functions with processes, supporting teams with documentation, data management, scheduling, and basic tasks.
Key Responsibilities:
Facilities Support:
-Monitor access to the building and report any security concerns.
-Support the management of keys, ID badges and visitor logs.
-Monitor cleanliness standards and liaise with cleaning staff or contractors.
-Ensure communal areas, meeting rooms and rest rooms are tidy and well-stocked.
-Report and follow up on more complex maintenance issues.
-Act as a point of contact for internal and external stakeholders - draft and distribute internal communications and updates.
-Manage deliveries, post, office supplies and ad-hoc requirements.
-Conduct regular checks to ensure compliance with health and safety regulations.
-Support fire safety procedures, including fire drills and routine checks.
Administrative Support:
-Support data entry, analysis, and reporting using spreadsheets or specialised software.
-Maintain and update records, databases, and filing systems.
-Prepare reports, presentations, and documentation as required.
-Liaise with IT or technical teams to resolve minor technical issues.
Skills and Qualifications:
-Essential:
-Strong administrative and organizational skills.
-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
-Basic understanding of technical systems and/or willingness to learn.
-Excellent written and verbal communication skills.
-Ability to multitask and prioritise workload effectively.
-Good practical and problem-solving skills.
-Awareness of health and safety regulations.
-Ability to work independently and as part of a team.
-Desirable:
-Previous experience in a facility, reception/front of house or administrative role.
-IT skills relevant to the role.
Personal Attributes:
-Reliable and punctual.
-Detail-oriented and methodical demonstrating accuracy, attention to detail and a flexible approach to evolving business requirements.
-Proactive and self-motivated with a hands-on approach.
-Good communications and interpersonal skills.
-Team player with a collaborative mindset.
-Adaptable and eager to learn new technologies and systems.
Working Conditions:
-Based on site only.
-May involve light physical tasks such as lifting and carrying items.