Main Purpose of the RoleTo provide support to the Services Director to ensure that the provision of Hard and Soft FM Services to Colchester Garrison is efficiently and effectively carried out and deputise for that person when required.Manage the RMPA office functions to ensure the delivery of a fully compliant service to the RMPA Team and Board Members, reporting directly to the CEO.Main Duties / Tasks:Responsible for both the office Quality Management System in compliance with ISO 9001:2015 ensuring continued certification and the H&S Management System in accordance with the Project Agreement Health & Safety legislation.Ensure fully functional Project Management Information System (MIS)Provide IT back-up and report anomalies to IT helpdeskResponsible for H&S Incident Reporting and ensuring all relevant Checklists / Insurance Documents / Reports are collated by the various partiesCollate and analyse the trend data for monthly Fire Alarm Reporting from both Authority and Key ContractorCollate and analyse trend data for all services delivered on the ProjectEnsure all documentation produced by other team members meets required standards and deadlinesAttend Authority and Key Contractor meetings as RMPA representative i.e. Messing Meetings and Garrison Monthly NP meetings etc.Provide admin functions: such as various Monthly Reports; Board Reports; organise diaries and arranging meetings; dealing with day-to-day emails; minutes of contractual meetings; collation of Customer Survey returns and data etc.Manage the “Walk-About” process checks, reporting incidences of fly-tipping, hazards, or minor maintenance work, ensuring a pro-active approach, and distributed to Authority on a weekly basis.Provide support to Key Contractor when required.Designed and managed the COVID-19 Tracker for the whole site

PA to the Contract and Services Directors plus work for 10 regional executive team members. I arrange travel and accommodation bookings; keeping diary’s and minute taking; Implementing and organising all arrangements for high profile events and visitors from around the country and globally including their hotel bookings, conferencing requirements, ensuring ID is available for MoD security checks; Day to day telephone enquiries resulting in the passage of information, answering of queries and production of correspondence etc.Office Management:Ensuring compliance with the Quality Assurance & Health & Safety systems including key controls and all supporting records, registers and documentation; Managing administration staff – delegating workloads, scheduling absence cover; Preparation of contractual monthly reports; Absence monitoring forms i.e. holiday/sickness; The précis production of minutes of meetings, including those of a discrete, sensitive and ‘In-Confidence’ nature; First point of contact for Head Office & Central Communication Teams within the Region; Person responsible for fire safety and weekly building maintenance inspections for work requirement checks;

Preparing proposals; Typing of employees contracts; Organising interviews, liaising with agencies for new staff; Preparing invoices and keeping detailed records of payments; Arranging salary payments; Maintenance of all employee records; Designing and maintaining company website; Organising and meeting with prospective management companies for new contracts

Primarily responsible, for the reproduction of work generated for the bankers working within the Corporate Finance floor, (some 100 people). With documentation varying among:Lengthy (100 page plus) Information Memorandums, Confidentiality Agreements, Acquisitions, and numerous other of large legal documents; Sending press releases to the London Stock Exchange; PowerPoint presentations