Workplace Assistant - Newcastle - 3 Month FTC in England, United Kingdom

at Ernst & Young

Administration & Office Support
Minimum Qualification
Required Experience
1 - 3 years
Employment Type
Full Time
Male or Female
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Job Description

The Workplace Assistant will be responsible for the provision of client focused service in their 
building through the application of policy and best practice. 

  • To provide management of Workplace services within their buildings
  • To ensure adequate cover at all times
  • To ensure the office working environment and REFM services supporting the business are
  • to financial and qualitative standards, meet customer expectations and are continually
  • improved
  • To operate as the local ‘eyes and ears’ of the REFM Team bringing any areas of
  • improvement or issues to the relevant CSS service manager’s attention
  • To encourage a self help ethos within the business and continue for all REFM related
  • incidents to be logged via the Helpdesk
  • To ensure resource is redeployed as necessary based on workload
  • Responsibilities

    Strategy and Direction 

    Responsible to the Lead/Senior WPC ensuring that the REFM business plan, policy and 
    initiatives are delivered in the local office. 

    Support Service Managers bringing any areas of improvement or issues with the 
    following services to the relevant Service Managers attention: Vending, Reception and 
    Client Services, Maintenance, Cleaning, Records Management, Print device availability 
    and Stationery. 

    Support Real Estate Service Managers locally as required with: Porterage, Helpdesk 
    Response, Projects, Churn, Moves, Space Planning & Utilisation and Corporate Social 
    Where any issues with the above services are identified to either encourage BU staff to log the 
    call with the appropriate Helpdesk or log themselves taking on an active local involvement to 
    ensure working collaboratively with service managers and providers the issues are resolved. 

    Deliver and Support Directly Managed Services outlined below, 

    Ownership and responsibility for a total REFM delivery within our buildings using the 
    helpdesk and the wider FM network 
    Gatekeeper and ambassador for making our buildings and the EY experience the place 
    to be

  • A2D Procedure
  • REFM Directories
  • Records management compliance
  • Post and Print compliance
  • Security management
  • Telecommunication and IT Support
  • Space Utilisation
  • Client Suite Services
  • Provide cover, for all FM Services

  • Relationship Management
  • Act as primary contact for all Workplace Services, local office operations and Direct
  • Managed Services at local office level with the business e.g partners and staff.
  • Develop knowledge to act as a signpost for internal client queries.
  • Build relationships with our internal client base
  • Escalate common serviced areas to building management, keeping them informed at
  • all times and agreeing actions with them.

  • Performance Management
  • Work with REFM Services Managers to ensure compliance with relevant REFM Service
  • Level Agreements taking into account the supply chain. Bring to the attention of the
  • Services managers any issues or shortcoming in local service.
  • Build relationships and shared responsibility for delivering a whole FM solution to Ernst &
  • Young

  • Business Continuity / Pandemic Plan
  • Responsible for local office plans and ensuring all information is kept up to date. Participate
  • in regular testing of Disaster Recovery and Pandemic plans and the evacuation of buildings
  • as directed.

  • Health and Safety
  • To support Enterprise Risk with current and new initiatives ensuring adequate time is
  • made available to ensure compliance and that deadlines are met.
  • Undertake, implement and deliver all duties detailed in Appenix 2 ‘Workplace Assistant
  • H&S responsibilities’.
  • Operational duties will include;
  • Review signage and ensure it is consistent with H&S law and the firm’s
  • corporate policy
  • Coordinate, plan and undertake DSE and H&S inductions
  • Undertake duties of Fire Warden.
  • Monitor working practices on floors and take remedial action as necessary.
  • Attend First Aid training and apply as appropriate.

  • Security
  • To report incidents to security as appropriate
  • To advise individuals to secure attractive items including laptops in accordance with
  • firm’s instructions.
  • Access control mangement

  • Finance and reporting
  • Check and code Basware invoices for services/ good purchased or enjoyed by
  • workplace services in accordance with agreed best Financial practice.
  • Approve invoices where appropriate
  • Raise/ approve purchase orders when required

  • Environmental
  • Timely and accurate reporting of environmental data with clear and concise back up
  • documentation to support the firm's national reporting requirements
  • Support and assist with the roll-out of environmental initiatives
  • Promote best practice across the office for waste and energy management
  • Support the firm’s environmental policy to improve overall performance and help it achieve
  • its stated environmental objectives and targets

  • General
  • Fully support the implementation and ongoing requirements of REFM's ISO standards.
  • Ensure all areas of REFM are compliant with it's policies and procedures, and where
  • appropriate, actively contribute to REFM's continuous improvement programme.
  • Requirements

    General Experience 

  • Aid, DSE, and Accident reporting
  • Demonstrable ability to work independently and as part of a team
  • Awareness of the impact upon the Firm of legislative, technological or other changes,
  • with the ability to respond effectively
  • Sound knowledge of current methods of FM
  • Knowledge of databases
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