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Job description / Role
Key Purpose
- The purpose of the job is to maintain office operations by receiving and distributing communications; maintaining supplies and equipment; picking-up and delivering items; welcoming and serving visitors, supporting the pass application requirements, printing, scanning and copying documents.
Structure and reporting relationship
Reporting to: Contract Administrator
Based on the specific requirement of the role
Key accountabilities
- Take and distribute messages and documents to hubs and central support office
- Greet public and clients and direct them to the correct staff member
- Coordinate messenger service
- Receive, sort and distribute incoming mail
- Monitor incoming emails and answer or forward as required
- Scanning and copying of documents and preparing outgoing mail for distribution
- Maintain office filing and storage systems.
- Update and maintain databases such as mailing lists, contact lists and client information
- Update and maintaining Staff Attendance Management System (adding staff, preparing end of month reports).
- Support the airside pass application process and requirements
- Coordinate and maintain staff administrative records such as staff parking and staff phones
- Organise travel arrangements for staff
- Coordinate and organise appointments and meetings
- Assist with event planning and implementation
- Monitor and maintain office stationery supplies and inventory
- Ensure office equipment is properly maintained and serviced.
- Perform work related errands as requested such as going to the post office and bank.
- Maintain office water dispensers in a clean and hygienic state.
- Maintain and replenish first aid boxes, checking of expiry dates of items.
- Ensure that first aid boxes content/refills are in line with the guidelines.
- Assist the QHSE Manager with updating of notice board posters throughout hubs
- Request Vendor quotation for pantry and first aid supplies.
- Performs miscellaneous administrative duties.
HSQE Responsibilities and Information Security Responsibilities
- Awareness of the Integrated Management System and the content of the Environment, Quality, Health & Safety and Information Security Policy Statements.
- Understanding of personal responsibilities and contribution to achieving compliance with the Integrated Management System requirements.
- Exercises their personal duty of care for their own health, safety and welfare and for those affected by the acts or omissions.
- Leads by example and look at ways to conserve energy, water and resources and minimise the generation of waste through personal performance and raise recommendations on how to improve existing processes on this regard within/outside their departments through their Line Manager, Departmental Safety Meetings and any other appropriate available channels.
Requirements
Essential technical and professional skills, knowledge and qualifications
Knowledge
- Knowledge of internet skills including use of e-mails, group messaging and information gathering
Skills
- Command of spoken and written English
- Numerical and literacy skills
- Competent computer skills including MS Office or equivalent
- Excellent Phone Manner
- High School Diploma or equivalent
Experience
- Previous office experience
Additional / special features of the role
- Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
- Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
- To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organisational HSE responsibilities
- Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
- Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process
Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.