Our client is looking for a Premises Support Officer to join their team in Larne!
Rate of pay: £15.97
Location: Larne
Hours: 37
Job Description:
Manage Port Facilities in compliance with Health & Safety
elements
-Support the SO to ensure Seaport facilities are operated in line with Health and Safety and Fire Safety Policy by managing completion of
accident investigations and risk assessment across the sites.
-Be the nominated fire precautions officer to ensure all mandatory evacuation drills are completed and provide report to Premises
Officer.
-Manage admin support staff to ensure all site testing, accident investigations are completed. Manage periodic reviews of risk
assessments with team and ensure updates are completed and shared with Users.The PH will be required to carry out any checks on
EOII testingand seek assurance from the EO11 that the relevant tests and assessments and records have been completed timely.
-Manage maintenance – pre-planned and reactive, ensuring all Health and Safety protocols are adhered to. The PH will be expected to
highlight issues and follow up to close any H&S breaches by arranging works. They would also be expected to provide feedback on recommendations and analyse and make decisions on works
requests from stakeholders as well as make recommendations for improvements for LM & above to approve.
-Raising reactive works requirements as required, seeking approval when required and check progression through the system.
-Contractor liaison, supervision of contract security & cleaning staff.
Liaison with contract managers to provide an assessment of procured services against Key Performance Indicators.
-Ensure management of maintenance have necessary ‘hot works’ permits and noise level restrictions when required.
-Engage with H&S and fire risk assessors as required. Review all recommendations and ensure all are followed up and completed.
-Review and manage list of first aiders, AED trained staff and fire wardens to ensure all hold current training and minimum numbers are held.
-In collaboration with Portal Learning and Development the PH will review training requirements for equipment on site and ensure all
training is current by Users and request or arrange appropriate training as needed.
-Security access cards – Manage the allocation and access rights for all staff and visitors to the POE sites.
-Liaise with regional G4S managers and monitor overall security on site and report issues to Premises Officer. Check in with security guards regularly for issues and ensure all passes are accounted for.
-Check security cameras are functioning and operational at all times.
-Assist Premises Officer in the annual testing of BCP and contribute to lessons learnt document.
-Asset Management & Property Services – Checks database daily to authorise any premises orders coming through under helpdesk, remedial actions and PPM scheduler. Monitor progression of orders and arrange to sign off all completed for payment.
-Shredding contract – Ensure confidential waste from the office bins
is emptied as required. Retain bags securely in the file store and contact shredding company.
-Xerox, ordering consumables – Toner etc. Return of toner empties.
-Liaise with Xerox re: faults – arrange fix in-house or request engineer callout.
-Review occupancy levels in each facility and always ensure H&S compliance in allocation of desks.
-Ensure all signage and posters are relevant and update as necessary.
-Finance – In collaboration with PBU PH will update financial records and oversee reconciliation of invoices by the EOII in line with procedureson ACNI. Check procurement quotes sourced by EOII meet the requirements and value for money before progressing to DP for authorisation. PHto review and approve PO’screated by EOII for all
authorised purchases. Adherence to procurement via Account NI. Payment approval & reconciliation checks using monthly reports.
Finance/Budget control and timely reconciliation of invoices. Creation of Payable Orders as required for purchases. Request for creation of new suppliers on ACNI. Review energy efficiency savings where possible.
-Provide updates of issues to SO/DP re requested works and outstanding issues.
-Review and allocate tasks documented on works tracker to EO11.
-Manage completion of tasks assigned.
-Review training requirements on site in collaboration with Portal learning and development with SO to ensure ongoing compliance to source as required. Review quotes and issue to LM for approval.
User Engagement
– Engage with Port Users, DAERA Vets, Plant Health Inspectors, local Councils, and Border Force and manage responses to issues and queries as they arise, escalating more complex issues to SO as
required.
-Support the SOthrough attendance at User’s forum meetings,
maintain communication records and User groups membership across sites.
– Deputise forSO re visits from dignitaries and senior officials ensuring all site rule are followed and providing site tours as required.
-Manage premises admin team re. issuing of communications including induction packs and premises updates to Harbour POE. In
collaboration with Portal Learning and Development complete periodic reviews of documents i.e. SOPs, risk assessments to ensure relevance
and updates are completed as required.
-Review attendees of site regularly with stakeholders and request admin support to update e-mail contact list as required.
Governance
– Ensure activity tracker is maintained and updated as required to allow management of all issues and track actions on the site;
-Manage review in collaboration with Portal Learning and Development team and provide updates to SOPS, risk assessments, induction packs as required. Assign tasks to admin team as necessary and follow up for completion.
-Manage financial records in collaboration with Portal Business Unit, and track site budget spend against budget allocation, highlighting issues to SO as required.
-Support the team with minute taking and other ad-hoc tasks as required.
Staff Management
-The post holders in Belfast and Larne will have line management responsibilities for EO2 staff. These staff members may provide support/guidance to team members who work in other POE sites but
are not in their chain of command.
Essential Criteria:
Must have 5 GCSEs & 2 A levels
The applicant will be required to complete an Access NI for this role
Please apply via link or contact Kerri Kyle at TRC