Careers

Job Description

 

Job Title:                             Admin and Communications Officer

Report To:                           Operations Manager

Salary pa:                            £21,000

Start date:                           As soon as possible

Hours:                                 35 hours per week

Contract:                            Permanent

 


South Bank Employers’ Group is an association of the major organisations in the South Bank and Waterloo dedicated to achieving the best possible experience for employees, residents and visitors to the area.

The Group’s vision is to make the South Bank and Waterloo:

  • A desirable destination for cultural pursuits, business and pleasure
  • A place which supports and encourages investment and business growth
  • A place with a flourishing and cohesive residential community
  • A place which is welcoming to visitors and tourists
  • A friendly, clean, colourful, safe, dynamic and diverse area

Improving the quality of the public realm is our biggest strategic priority. As part of this we deliver vital services in the neighbourhood (additional cleansing and graffiti removal through the South Bank Clean Team service, enforcement against illegal trading and anti-social behaviour through the South Bank Patrol service), are working with statutory authorities on greater localisation of service delivery in the neighbourhood and managing existing environmental and capital improvement projects in the South Bank area.

South Bank Employers’ Group is seeking an Admin and Communications Officer to provide administrative support for the effective running of serving to a variety of stakeholders groups by providing efficient and comprehensive secretarial and administrative services and to manage the Public Realm communications through the website and social media.

Job description

You will

  1. Provide effective administration and meetings support

Being responsible for the smooth running of the administration functions of the Public Realm department by providing an efficient and comprehensive secretarial and administrative service:

  • Administration of the various regular Public Realm Groups and sub groups, including Visitor Management Group, South Bank Business Watch, South Bank Construction Coordination Group and Jubilee Gardens Trust meetings to include organising attendees and speakers, compiling agendas, organising venues, preparing, reproducing and collating papers; taking minutes and action notes, monitoring follow up procedures. Excellent minutes taking skills are imperative for this post, especially accuracy and timeliness.
  • Supporting drafting the reports for various regular meetings
  • Collate materials, researching and analysing background information to assist the team as required, including the preparation of document summaries, report writing and draft correspondence. This will involve using the internet and other sources of information.
  • Taking responsibility for all aspects of the administration of Public Realm portfolio
  • To respond to general enquiries, either written or on the telephone, on your own initiative and to deal courteously with enquiries from members of the public, Board Members, project partners and others.
  1. Manage the communications service delivery

Being solely responsible for delivering effective communications service to promote the work of the team and disseminate information to our various Groups and service users through:

  • Management and maintenance of the Our South Bank Website (WordPress), keeping it fully updated
  • Managing email alerts, newsletters (Pure360) and Twitter feed communications
  • Actively acquire necessary information to keep Our South Bank fully updated.
  • Manage the Public Realm communications strategy and CRM (customer relationship management system)
  • Work in collaboration with the Marketing and Communications Department

General Duties

You will:

  1. Comply with South Bank Employers’ Group’s Health & Safety policies at all times
  2. Comply with South Bank Employers’ Group’s Equal Opportunities policies at all times
  3. Act as a full member of the South Bank Employers’ Group team
  4. To be able to work to a flexible time pattern in order to suit the needs of the services

Person specification:

To be considered you must have the following skills and experience:

  1. Experience
  • 1 years’ experience of in a similar post
  • Graduate Qualification (or equivalent further education qualification)
  • Experience of report and minute writing.
  • Experience of successfully delivering project and administrative support functions, including evidence of excellent organisational skills, the ability to manage a heavy workload, to set and work to deadlines, and to work on own initiative.
  • Experience of undertaking research using the internet and other media, and the ability to extract and summarise relevant information.
  • Experience of providing administrative support to senior managers, of maintaining confidential systems, and the ability to maintain thorough and accurate records.
  • Proven ability to work effectively as part of a team, working flexibly across professional and operational boundaries, including experience of working with senior staff and external agencies.
  1. Skills
  • Excellent written and spoken English.
  • Good communication skills, both verbal and in writing, and a proven ability to draft clear and concise briefings and correspondence.
  • High level of expertise in IT software to include MS suite, WordPress, Pure 360 and social media outlets as well as bespoke database software.
  • Excellent organisation skills
  1. Attitude
  • Energetic, enthusiastic and keen to deliver real improvements to the area.
  • Flexible approach to assisting the team with a can-do attitude
  • Able to work unsupervised and on own initiative with the ability to prioritise and multi-task whilst also being a team player

Benefits

  • 25 days annual leave increasing with length of service up to 28 days per year
  • 6% pension contribution
  • Interest-free season ticket loan

To apply

To apply for this position, please submit your CV and a covering letter outlining how your skills and experience meet the job description and person specification, and why you wish to work for this organisation,

to Issie Ryans: issie.ryans@southbanklondon.com

or return it by post to: Issie Ryans, South Bank Employers’ Group, Elizabeth House, 39 York Road SE1 7NQ

Deadline for submissions: midday on Wednesday 25h July 2018

Interviews will be held on: 30th July 2018

South Bank Employers’ Group is an Equal Opportunities Employer and aims to ensure that no job applicant is discriminated against on the grounds of gender, age, marital status, disability, sexual orientation, ethnic origin, race, religion or belief. We operate a guaranteed interview scheme for disabled candidates who meet the minimum criteria for the job role.

Job Title:                             Contracts administrator

Salary:                                  £30,500

Report To:                           Director of Public Realm

Start date:                          As soon as possible

Hours:                                   35 hours per week

Contract:                             Permanent


South Bank Employers’ Group is an association of the major organisations in the South Bank and Waterloo dedicated to achieving the best possible experience for employees, residents and visitors to the area.

The Group’s vision is to make the South Bank and Waterloo

  • A desirable destination for cultural pursuits, business and pleasure
  • A place which supports and encourages investment and business growth
  • A place with a flourishing and cohesive residential community
  • A place which is welcoming to visitors and tourists
  • A friendly, clean, colourful, safe, dynamic and diverse area

Improving the quality of the public realm, both capital improvements, but particularly the management and maintenance of public space, is our biggest strategic priority. As part of this we deliver vital services in the neighbourhood (additional cleansing, graffiti removal, enforcement against illegal trading and anti-social behaviour) and are working with statutory authorities on greater localisation of service delivery in the neighbourhood. This new post will be central to our Public Realm Team.  Reporting to the Director of Public Realm, the post holder will supervise and monitor existing and new services contracts; ensuring KPI’s are met and work with the team to help co-ordinate all other local area management issues. The post holder will also build key relationships with service providers to secure the best possible collaboration and coordination of service delivery.

Key responsibilities

The post holder’s key objectives and responsibilities are:

Contracts and SLAs

  1. To ensure the SBEG contracts and SLAs delivered to the highest possible standards at all times.
  2. Undertake the lead role in the operational delivery and monitoring of contracts and supplier performance, including managing performance to SLAs and against KPIs, and ensuring all other contractual obligations are fulfilled.
  3. Ensure contracts and SLAs comply with appropriate legislation governing, employment, data protection, health and safety.
  4. Ensure consistent service levels are achieved and that the services are delivered through monitoring of contractual SLAs and KPIs.
  5. Contract supervise all existing contracts (South Bank Patrol, South Bank Clean Team, Jubilee Gardens, Met Plus and South Bank Enforcement).
  6. Assist with re-tender/procurement as needed.
  7. Develop and implement inspection regimes for the contracts.
  8. Plan, implement and monitor effective administrative systems to support service level agreements. Produce management information reports to demonstrate that subcontracted services are managed and delivered in accordance with contract standards and specifications, ensuring statutory compliance.
  9. Provide support to the team members with budgets, including planning, budgeting and forecasting to ensure expenditure is kept within approved levels.
  10. Ensure small projects, out of contract orders and repairs are conducted within agreed time frames at reasonable cost.
  11. Meet with other managers to discuss work progress, further developments, ideas and improvements to the services.
  12. Maintain contract registers.
  13. Remedy deficiencies or contractual under-performance with the relevant service providers in conjunction with team.
  14. Provide, when necessary, reports on the performance of contracts.
  15. Ensure that the relevant systems are in place to monitor progress of all contracts and assets.

South Bank Public Realm and SBEG’s assets

  1. Assist the team managing SBEG’s assets.
  2. Establish mechanisms that enable defects to be reported and improvements to be implemented and monitored, liaising with local authorities, statutory bodies and private landowners.
  3. Monitor operations to ensure the standards of cleansing and maintenance in the area are of the highest standard.
  4. Report problems in the public realm, defects or contractual deficiencies and ensure that work is carried out in accordance with set procedures, contract conditions and specifications.
  5. Assist in the delivery of improved neighbourhood management systems which will make the South Bank safer, cleaner and greener.
  6. Undertake research and development activities that will contribute and drive continuous service improvement
  7. Act as an ambassador for the South Bank and to champion public realm issues.
  8. Liaise daily with other members of the Public Realm team in order to establish optimum working through the various work streams relationships.
  9. Resolve issues within the South Bank by maintaining a common-sense approach, awareness of correct procedures and processes, community needs and the interests of the members of the South Bank Employers’ Group.
  10. Undertake other assignments and projects on any aspect of public realm management as directed by the Director of Public Realm that are appropriate to the level and general nature of the duties of the post.

General Duties

You will:

  1. Comply with South Bank Employers’ Group’s Health & Safety policies at all times
  2. Comply with South Bank Employers’ Group’s Equal Opportunities policies at all times
  3. Act as a full member of the South Bank Employers’ Group team
  4. Prepared to work flexible and varied hours including out of hours call out and attendance

The above list is not exclusive or exhaustive; post-holders are expected to be professional, co-operative and flexible in line with needs of the post, department and the needs of SBEG. Furthermore, the Contract Administrator will be expected to cover other work streams from time to time to ensure service continuity.

Personal Profile

To be successful in this role, you will:

  • Have a minimum of two years’ experience in a similar role.
  • Solid Contract Management Experience.
  • Care passionately about the built environment and public realm management issues and may have a background in facilities, estate or environmental management, or professional experience of surveying or property management and/or development.
  • Have a good understanding of public realm issues specifically relating to high profile tourist/business areas.
  • Be energetic, enthusiastic and keen to deliver real improvements to the area.
  • Possess first rate communication skills, including writing skills, as well as diplomacy and political sensitivity.
  • Be a graduate or have a relevant qualification in facilities, estate or contract management.
  • Understand the unique pressures facing the South Bank area (e.g exceptionally high footfall, local authority funding cuts, complex land ownership), and the need for services to match its central London location and reputation as a tourist destination, translating that knowledge into practical management solutions.
  • Possess excellent people skills with the ability to negotiate with contractors.
  • Have excellent planning and organisation skills.
  • Be able to successfully plan and assure contract delivery and a planned programme of work, motivating contractors to achieve time, cost and quality outcomes.
  • Have the ability to think and act creatively and innovatively to meet the needs of the business.
  • Have the ability to contribute to, monitor and control budgets.
  • Have the ability to build relationships; communicate and negotiate effectively, work under pressure, multi task and maintain high level of attention to detail.

Person Specification

ESSENTIAL DESIRABLE
Relevant qualification or professional membership i.e. BIFM or equivalent experience. Relevant professional health and safety qualification e.g. NEBOSH/IOSH
Experience of external FM contract management and in-house delivery for both hard and soft services. Experience in developing specifications and managing procurement processes
Experience and Proven track record of contract management supervision
Experience in developing specifications and managing procurement processes Awareness of security issues
Experience in managing and monitoring contracts with outside suppliers Working knowledge of a CCTV system and equipment
Good knowledge and understanding of procurement rules, regulations and processes Knowledge and experience of the dynamics affecting the South Bank
IT skills – ability to use and adapt a variety of IT/office based applications and a thorough knowledge of FM applications Experience or knowledge of security industry practices
Previous multi-functional operational experience – a thorough understanding and working knowledge is required Evidence of knowledge and experience of both public and private sector activities in town and city centres
Demonstrable commitment to providing an exceptional customer service culture
The proven ability to produce clear written reports
The ability to manage a diverse workload that entails both regular and ad hoc elements within specified timescales- flexible attitude to work and be able to use their own initiative
Experience or knowledge of external cleaning industry practices
Attention to detail and effective manager of budgets
Self-motivated and good communication skills (written and oral)
Tact and diplomacy but with a can-do attitude.
Energetic, enthusiastic and adaptable
Ability to build and maintain strong working relationships with a diverse set of partners
Ability to effectively present a business case to key stakeholders for recommending changes

 

Benefits

  • 25 days annual leave increasing with length of service up to 28 days per year
  • 6% pension contribution
  • Interest free season ticket loan

To apply

To apply for this position, please submit your CV and a covering letter outlining how your skills and experience meet the job description and person specification, and why you wish to work for this organisation,

to Issie Ryans: issie.ryans@southbanklondon.com

or return it by post to: Issie Ryans, South Bank Employers’ Group, Elizabeth House, 39 York Road SE1 7NQ

Deadline for submissions: midday on Wednesday 25th July 2018

Interviews will be held: 1st August 2018

South Bank Employers’ Group is an Equal Opportunities Employer and aims to ensure that no job applicant is discriminated against on the grounds of gender, age, marital status, disability, sexual orientation, ethnic origin, race, religion or belief. We operate a guaranteed interview scheme for disabled candidates who meet the minimum criteria for the job role.