Premises Admin Support Officer (EO2) – Belfast

Our client is looking for a Premises Admin Support Officer to join their team in Belfast!

Rate of pay: £14.50

Location: Belfast

Hours: 37

Work Pattern: Monday – Friday 9am-5pm

Duration: initially 4 months

Start Date: As soon as possible

Job Description:

Port Facilities in compliance with Health & Safety elements – 55% of time

• Support the EO1 and SOto ensure Seaport facilities are operated in line with Health and Safety and Fire Safety Policy by assisting with the completion of accident investigations and risk assessment across the sites, i.e. following up queries as directed by the SO/EO1 onsite.Completion and documentation of routine site checklists and testing systems, to ensure all sites are safe for staff to operate on. For example – fire alarm checks (weekly), legionella (weekly), fire drills (twice yearly).
  In collaboration with Portal Learning and Development team, follow up actions on site risk assessments at the direction of the LM/SO site risk assessments and engage with users to ensure required SOP’s as identified by SO are in place.
• Carry out all statutory testing and update documentation to record checks completed and report back to EO1 once completed. Assist in accident investigation and review with LM and update site risk assessments as directed.
• With LM/Premises Officer ensure all Health and safety protocols are adhered to. Meet and escort contractors on site ensuring all documentation has been signed off by the Premises Officer. Report issues to LM/Premises Officer and log any new issues (reactive or routine) on AMPS, as required and follow up any outstanding works as directed. Provide status updates on issues to LM/PO re requested works.
• Review the PPM scheduled jobs on AMPS and update manual records after each visit. Ensure security are aware of planned visitors to site.Ensure all signed maintenance papers are scanned and logged for all completed PPM and reactive works/checks completed.
• Finance – Arrange completion of Purchase Orders for approval by LM/SO for payment of goods or services required on site.Ensure all items are procured in line with policy requirements ensuring best value for money etc. Follow up as required on delivery of authorised orders and provide feedback to LM/Premises Officer. Receipt invoices to ACNI. Log orders for Support the EO1 and SOto ensure Seaport facilities are operated in line with Health and Safety and Fire Safety Policy by assisting with the completion of accident investigations and risk assessment across the sites, i.e. following up queries as directed by the SO/EO1 onsite.
  Completion and documentation of routine site checklists and testing systems, to ensure all sites are safe for staff to operate on. For example – fire alarm checks (weekly), legionella (weekly), fire drills (twice yearly).
• In collaboration with Portal Learning and Development team, follow up actions on site risk assessments at the direction of the LM/SO site risk assessments and engage with users to ensure required SOP’s as identified by SO are in place.
• Carry out all statutory testing and update documentation to record checks completed and report back to EO1 once completed. Assist in accident investigation and review with LM and update site risk assessments as directed.
• With LM/Premises Officer ensure all Health and safety protocols are adhered to. Meet and escort contractors on site ensuring all documentation has been signed off by the Premises Officer. Report issues to LM/Premises Officer and log any new issues (reactive or routine) on AMPS, as required and follow up any outstanding works as directed. Provide status updates on issues to LM/PO re requested works.
• Review the PPM scheduled jobs on AMPS and update manual records after each visit. Ensure security are aware of planned visitors to site.Ensure all signed maintenance papers are scanned and logged for all completed PPM and reactive works/checks completed.
• Finance – Arrange completion of Purchase Orders for approval by LM/SO for payment of goods or services required on site.Ensure all items are procured in line with policy requirements ensuring best value for money etc. Follow up as required on delivery of authorised orders and provide feedback to LM/Premises Officer. Receipt invoices to ACNI. Log orders for authorisation.
• Engage with security personnel and ensure all procedures are adhered to with the provision and checking of security passes.
  Escort contractors on site when required.
• Problem solve issues where possible without the need for LM approval. Ensure all issues are highlighted to LM and recorded on Activity Tracker.
  Contribute to solutions within the team. Provide suggestions for improvement when identified and discuss options with LM/SO. Analyse risks.
• Support team members at other sites when required.
• Ensure all contact details are correct on posters or links provided to Users.
• Evaluate requests made by Users for equipment and assess needs and best options before requesting approval form LM/SO.
• In collaboration with Portal Learning and Development team, source and arrange quotes from training providers to ensure Users are compliant with using machinery on site. Arrange training dates once authorised and engage with business areas re attendees and issue updates and invites as instructed.
• Ensure all Users comply with site rules at all times and issue reminder premises bulletins as required. Bring repeated offenders to the attention of their line managers.

User Engagement – 20% of time

• Engage with all Users of the site e.g. VSAHG staff, and respond or escalate issues and queries to LM/SO as they arise.
• Ensure all updates and issues are communicated and logged across site Users, on a timely basis. Update and maintain the Communications Log for reference/record.
• Assist in visits from dignitaries and senior officials as requested by LM. Ensureal risk Assessments have been issued in advance of visitors on site and appropriate PPE is available, where appropriate. Security Personnel to be briefed of upcoming visitors.
• Issue new Users site induction packs and log receipt of any feedback. Follow up as needed to complete records.
• Update induction packs as directed by LM/SO to reflect updates/changes across the sites and issue to LM/SO for approval Issue as required.
• Update e-mail contact list for sites are directed by LM/SO. Act on initiative and update contact lists and access controls as you become aware of staff changes.

Governance – 25% of time

• Update the Activity Trackeras requested by LM/SO of reported issues or updates to ensure accurate sition of issues at all times.Review Activity Tracker with LM/SO and update as needed re allocated actions.
• Review with Portal learning and development and LM/SO updates to SOPS, Risk assessments, induction packs as directedand maintain record keeping on Content Manager as required.
• Arrange meetings and provide secretariat as required for weekly premises team meetings.Ensure minutes are shared prior to meetings.
• Monitor the Port Operations email inbox and assign/respond to issues as received.
• Update the finance records when orders are placed to facilitate accurate budgeting.

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