Reception & Facilities Assistant

Colchester Shared Service Centre UK

As the team behind the teams Global Support colleagues provide shared efficient business services and function-specific expertise to each of Informas operating divisions enabling our commercial teams to focus on their markets and customers.

You will be joining a friendly vibrant team servicing the entire business communicating with internal and external customers and being the first point of contact to all visitors and colleagues alike.

Role Profile

The Reception & Facilities Assistant at Informa Shared Service Centre is primarily responsible for delivering a proactive professional and efficient service to enhance the colleague and visitor experience. This is a customer excellence orientated position that is achieved through frequent collaboration with internal service providers and vendors.  

This is a full time office-based role the purpose of which is to support the Facilities team in all activities from Front of House Group Switchboard Health & Safety and maintenance. 

Principal Duties and Responsibilities:

• Effective efficient and polite call transfers using the Teams Switchboard.
• Provide a warm and informed welcome to all colleagues guests and vendors on arrival into Informa.
• To support and enhance favourable bonds and connections with all colleagues through a positive attitude and demeanour.
• To be well presented and punctual in all areas of the role and responsibilities.
• To provide administrative support in all work requests related to FoH Facilities and meeting room support. All requests to be fulfilled directly or through raising the work with the relevant support team.  All recurring issues to be escalated to the Facilities Manager.
• General awareness of all key events taking place within Global Support offices to support event queries and production.
• Update the switchboard information and key contacts information through regular liaison with colleagues.
• Provide inventory management of first aid stationery catering and meeting rooms equipment.
• Gain an understanding of the Health & Safety requirements for the office environment and assist in carrying out record keeping and inspections providing cover for the Facilities Manager during periods of absence.
• Liaison with housekeeping horticulture catering vending maintenance and security partners through daily visual checks of the office to ensure optimum office presentation security and functionality.   Occasional (as needed) liaison with the building management.
• Provision of an onsite mail and courier service based on the site operations manual and including recording tracking placement and comms.  Collecting daily post and deliveries from the building reception.
• Creation and maintenance of appropriate signs and labels to support normal office operations.  Signs to be filed centrally.
• Updating the daily entries for the building security and housekeeping partners via maintenance of the Information Diary and visitor App.
• Checking the Facilities email account for voicemail messages from the switchboard or event enquiries.
• New starter set up and desk booking via CheckIn (Kahu).
• Updating KPI and occupancy figures in support of the Facilities Manager.
• Potential for regional exposure with the other Real Estate teams if required.
• Provide cover during absence for Facilities Team colleagues.

Required Attributes:

• GCSE Equivalent Grade C/4 and above in English & Maths
• Have lived in the UK/EEA continuously for the last 3 years
• Enthusiasm and commitment for a career in Facilities
• Proficient in Microsoft Office programmes (Word Excel PowerPoint Outlook)
• Good communication skills (both written and verbal) with the ability to build good relationships with a wide range of stakeholders internal departments and key contacts
• Be pro-active and able to take initiative; able to work both independently and as part of a team
• Highly organised observant and diligent with attention to detail
• An interest in developing the ability to collate and provide statistical data
• An interest in workplace health & safety legislation
• A willingness to challenge the status quo where appropriate

Other Preferred Attributes:

• Work ethic and personal characteristics - flexible calm knowledgeable trustworthy approachable helpful and motivated.
• Time and workload management skills.
• IOSH Managing Safely certificate.

This job description sets out the duties of the position at the time that it was drawn up.  Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed.

Qualifications :

GCSE Equivalent Grade C/4 and above in English & Maths

Additional Information :

We work hard to make sure Life at Informa is rewarding supportive and enjoyable for everyone. Heres some of what you can expect when you join us. But dont just take our word for it see what our colleagues have to say at  benefits include:

• Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive and most of us balance time in the office with time working remotely.
• Great community: a welcoming culture with in-person and online social events our fantastic Walk the World charity day and active diversity and inclusion networks.
• Broader impact: take up to four days per year to volunteer with charity match funding available too.
• Career opportunity: the opportunity to develop your career with bespoke training and learning mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When its time for the next step we encourage and support internal job moves.
• Time out: 25 days annual leave rising to 27 days after two years plus a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year.
• A flexible range of personal benefits to choose from plus company funded private medical cover.
• A ShareMatch scheme that allows you to become an Informa shareholder with free matching shares.
• Strong wellbeing support through EAP assistance mental health first aiders a healthy living subsidy access to health apps and more.
• Recognition for great work with global awards and kudos programmes.
• As an international company the chance to collaborate with teams around the world.

Were not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up join in and help make things happen. If it sounds like a match and you have most although not all of the skills and experience listed we welcome your application.

At Informa youll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses including all of those protected by law. Ask us or see our website for full information.

See how Informa handles your personal data when you apply for a job here:  Work :

No

Employment Type :

Full-time