Workplace Assistant
| Posting date: | 03 October 2025 |
|---|---|
| Hours: | Part time |
| Closing date: | 02 November 2025 |
| Location: | NE1 4JD |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 82993 |
Summary
Workplace Assistant- Newcastle
Reports to: Workplace Coordinator
Scope:
The Workplace Assistant as part of the operational management team here at EY. They are responsible for managing facilities management within their designated space.
Purpose:
Act as secondary contact for all Workplace Services, local office operations and Direct Managed Services at local office level with staff. Develop knowledge to act as a signpost for internal client queriesBuild relationships with the client and help them to develop and grow as a company
Key Responsibilities:
Office requirementsFirst point of contact for all workplace services and office operationsDaily completion of set to go/Attention to Detail each day for all areasReporting and monitoring office issues, maintenance requirements and meeting agreed SLAs by notifying managed services & reporting via the appCompletion of office weekly status reportingPoster and communications managementReplenishing stationery/paper supplies by placing orders with vendorsOnsite personal storage, team storage and key managementMonitoring cleaning and reporting issues to managed servicesEnsure clear desk policy is upheld and adhered
Meeting room managementMeeting room management working closely with other service lines to ensure all meeting rooms are set up correctly, clean, equipment is in working order and fabrics are up to the standard
Health and safety responsibilitiesCompleting inductions for new joinersSupporting leavers processFirst aid supportFire marshal dutiesFollow process for Health & Safety reporting incidents or accidentsEnsure all fire routes are clear by completing multiple floor walks during the day and reporting any defects to remain compliantProvide updates for the Business Continuity PlanDSE assessorManage health & safety noticeboards
IT requirementsReplenishing printer paper each morning and throughout the dayReporting issues to IT helpdesk
SecurityTo report incidents as appropriate per agreed processTo advise individuals to secure attractive items including laptops in accordance with EY's policies.
EnvironmentalSupport and assist with the roll-out of environmental initiativesPromote best practice across the office for waste and energy managementSupport environmental policy to improve overall performance and help with achieving environmental objectives and targets
Service Delivery:
To plan, allocate and monitor own work and ensure targets are met and work is carried out to meet and exceed agreed standards, creating necessary conditions for maximumTo drive an exceptional service experience which provides a seamless interface for the service users whilst driving continuous improvement, sharing best practices and connecting the community.To create and maintain a healthy, safe, and secure environment and ensure compliance with all health and safetyTo ensure the local teams adequately support client requirements such as business continuity planning, information security, internal/external certification audits, financial, security and HSEQ data.To ensure the effective implementation of all HSEQ and other policies and processes.Main point of contact for EY employees.
Client:
To deal with all client issues that are escalated from the local teams & client representatives.To encourage, collate, action & improve all user feedback.To develop a good working relationship with end users.To demonstrate and drive pride and professionalism in all aspects of customer service, providing flexible and responsive assistance to clients and colleagues putting the customer / client first and foremost.
Experience and Attributes
Open, approachable, helpful and positiveHighly organisedStrong customer focus and influencing skillsSelf - starterMinimum five years' experience ideally in the workplace office environment/ Facilities Management industry.National level qualification in facilities management, management or customer services is preferred.Educated to GCSE standard with at least five Grade C passes or above OR an NVQ qualification in business administration, customer service, ICT or equivalent.An aptitude for new and imaginative approaches to work related issues, identifying fresh approaches and a willingness to question traditional assumptions.A strong team player with excellent interpersonal and communication skills.Ability to communicate and interact with client and team members at all levels.
Reports to: Workplace Coordinator
Scope:
The Workplace Assistant as part of the operational management team here at EY. They are responsible for managing facilities management within their designated space.
Purpose:
Act as secondary contact for all Workplace Services, local office operations and Direct Managed Services at local office level with staff. Develop knowledge to act as a signpost for internal client queriesBuild relationships with the client and help them to develop and grow as a company
Key Responsibilities:
Office requirementsFirst point of contact for all workplace services and office operationsDaily completion of set to go/Attention to Detail each day for all areasReporting and monitoring office issues, maintenance requirements and meeting agreed SLAs by notifying managed services & reporting via the appCompletion of office weekly status reportingPoster and communications managementReplenishing stationery/paper supplies by placing orders with vendorsOnsite personal storage, team storage and key managementMonitoring cleaning and reporting issues to managed servicesEnsure clear desk policy is upheld and adhered
Meeting room managementMeeting room management working closely with other service lines to ensure all meeting rooms are set up correctly, clean, equipment is in working order and fabrics are up to the standard
Health and safety responsibilitiesCompleting inductions for new joinersSupporting leavers processFirst aid supportFire marshal dutiesFollow process for Health & Safety reporting incidents or accidentsEnsure all fire routes are clear by completing multiple floor walks during the day and reporting any defects to remain compliantProvide updates for the Business Continuity PlanDSE assessorManage health & safety noticeboards
IT requirementsReplenishing printer paper each morning and throughout the dayReporting issues to IT helpdesk
SecurityTo report incidents as appropriate per agreed processTo advise individuals to secure attractive items including laptops in accordance with EY's policies.
EnvironmentalSupport and assist with the roll-out of environmental initiativesPromote best practice across the office for waste and energy managementSupport environmental policy to improve overall performance and help with achieving environmental objectives and targets
Service Delivery:
To plan, allocate and monitor own work and ensure targets are met and work is carried out to meet and exceed agreed standards, creating necessary conditions for maximumTo drive an exceptional service experience which provides a seamless interface for the service users whilst driving continuous improvement, sharing best practices and connecting the community.To create and maintain a healthy, safe, and secure environment and ensure compliance with all health and safetyTo ensure the local teams adequately support client requirements such as business continuity planning, information security, internal/external certification audits, financial, security and HSEQ data.To ensure the effective implementation of all HSEQ and other policies and processes.Main point of contact for EY employees.
Client:
To deal with all client issues that are escalated from the local teams & client representatives.To encourage, collate, action & improve all user feedback.To develop a good working relationship with end users.To demonstrate and drive pride and professionalism in all aspects of customer service, providing flexible and responsive assistance to clients and colleagues putting the customer / client first and foremost.
Experience and Attributes
Open, approachable, helpful and positiveHighly organisedStrong customer focus and influencing skillsSelf - starterMinimum five years' experience ideally in the workplace office environment/ Facilities Management industry.National level qualification in facilities management, management or customer services is preferred.Educated to GCSE standard with at least five Grade C passes or above OR an NVQ qualification in business administration, customer service, ICT or equivalent.An aptitude for new and imaginative approaches to work related issues, identifying fresh approaches and a willingness to question traditional assumptions.A strong team player with excellent interpersonal and communication skills.Ability to communicate and interact with client and team members at all levels.