Administration Support

Job Introduction

We currently have an opportunity for a Administration Support to join our team. This is a great opportunity for a customer focused individual to join a world leading food and facilities management company, which can offer unrivalled opportunities for career progression.

Role Responsibility

• Organise and schedule meetings and appointments, including booking and refreshments
• Maintain contact lists
• Produce and distribute correspondence memos, letters and forms
• Assist in the preparation of regularly scheduled reports
• Book travel arrangements
• Provide general support to management team

The Ideal Candidate

Essential

• Be a team worker with a flexible approach
• Have excellent IT skills
• Strong attention to detail
• Excellent time keeping, organisation, planning and scheduling skills
• Excellent oral and written communication skills able to communicate with clients and team
• Competent with Microsoft office applications
• Have excellent note taking skills
• Self- motivated
• Previous administration experience.

Package Description

• Supporting the day to day running of all site services and teams to deliver the agreed SLA and standards, to include:

1. Arrange quotes, variation orders and RAMS from subcontractors
2. Booking subcontractors onto sites in line with local governance
3. Booking Sodexo technical teams onto sites in line with local governance
4. Liaise with the Command Centre to update completion of works on CAFM system
5. Maintain all records relating to the site services undertaken and arranging follow up attendance if required
6.  Liaise with site Permit team to arrange compliance of Sodexo Technical team and sub-contractors onsite, ensuring service, safety and standard excellence –
7. Input of service visit data onto the clients SAP system

• Contribute to the team to the agreed standards ensuring that the client receives services of the highest quality

Accountabilities or “what you have to do”

Growth, client and customer satisfaction

• Contribute to the contract and deliver to the SLA(s) and standards required
• Understand Sodexo responsibilities in relation to the service delivery

Rigorous management of results

• Contribute to the Sodexo documentation and administration procedures, ensuring they are delivered to the required contractual specifications
• Maintain the standards and integrity of the service offers and Service Level Agreement at all times.  Assisting with regular service audits and perform activities detailed in the service offer specification under Key Performance Indicators to frequency and level required
• Utilise systems such as Maximo and other Sodexo systems as and when required
• Ensure all risks are raised and support in the implementation of any actions arising from the risk register and drive continuous improvement
• Contribute to the compliance of all Unit Business Health Check and other audit measures

Innovation and Change

• Continuously seek ways to enhance quality through innovation and cost efficiency by monitoring performance against existing standards.

Brand Notoriety

• Promote Sodexo as the preferred employer, internally and externally, adhering to the Sodexo recruitment policies and raise the profile of Sodexo in local communities, building relationships with key stakeholders
• Promote the health and well-being of employees
• Live the Sodexo values and promote brand standards as an ambassador.
• Drive all aspects of service excellence across the business area including brand integrity, quality, compliance, Sodexo’s corporate social responsibility and service standards.

Planning and Organising

• Plan and prioritise workload and tasks effectively for self and others to minimise reativity, maintain a work life balance

Key Performance Indicators (KPIs) or “What it will look like when you are doing the job well”

• Compliant delivery and performance of contracted services as measured through performance management systems and monthly management information reports
• Continuous improvements are made to enhance the delivery of onsite services to exceed client’s expectations 
• Clients perceive and demonstrate satisfaction with services delivered, contract performance and  Sodexo employees
• High levels of client retention via demonstrably strong relationships built on mutual respect and trust
• Organic growth (client and sector) opportunities identified and converted
• High performing on-site team, demonstrated through the effective implementation of Focus on Five, Employee Performance Review (EPA) and talent processes and staff engagement surveys
• All operational audits are passed by the unit e.g. Safeguard and Unit business health checks
• Retention of Investors in People Accreditation and high employee engagement
• Maintain high standards of appearance and personal hygiene

Competencies

Skills, Knowledge and Experience

 Essential

Previous experience of delivering operational services in a similar environment

Experience of working with CAFM systems

Ability to interpret and utilise financial and commercial information

Excellent communication skills

Achieve set standards and operate to performance criteria; for example, health, safety and fire safety

Manage multiple workloads and shifting priorities

Positive approach to learning in role and identifying own training needs as appropriate

Self motivated and able to work on own initiative within a team environment

Desirable

IOSH managing safely qualification

SAP experience

Experience of managing conflicting expectations of the client and consumer within one business area

Contextual or other information

Occasional travel and overnight stays will be required to undertake training and other business requirements

To relieve and assist in other establishments in certain circumstances.

To attend meetings and training courses as requested.

This job description is intended to give the post holder an appreciation of the role envisaged and the range of duties and responsibilities to be undertaken.  It does not attempt to detail every activity.  Specific tasks and objectives will be agreed with the post holder at regular intervals.  The post holder will be required at all times to perform any other reasonable task, as requested by the Line Manager in order to meet the operational needs of the business.

About the Company

Sodexo is committed to safeguarding and promoting the welfare of children and adults within a regulated activity. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland (Scotland).

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.