Workplace Officer

Workplace Officer, London

6 month Fixed Term Contract

Pay.UK are currently recruiting for an experienced Workplace Officer to deliver consistent and customer focussed facilities management services to all business colleagues and guests to Pay.UK premises.

Role will involve maintaining a safe and operationally effective office environment to the satisfaction of internal customers, liaising with the supply chain supporting supervision of contracts. Work in partnership with other members of the facilities management team to ensure uninterrupted office services. Contribute to a continual improvement approach to delivery of facilities management services.

Key accountabilities

• Undertake all relevant FM operational services activity.
• Undertake regular building inspections, reporting and actioning of daily tasks across meeting rooms and office space.
• Actively respond to and administrate all FM helpdesk requests.
• Maintain all required administrative information including Standard Operating Documentation.
• Consider customer service and customer satisfaction at all times.
• Support hybrid working environments at the Pay.UK corporate office.
• Support and implement change programmes such as internal or external moves or introduction of new services or tooling.
• Be a qualified or trained first aider and support incidents.
• Able to manage fire evacuation and support fire marshal responsibilities.
• Support external guests and meeting room services including any catering service requirements.
• Oversee /escort contractors ensuring full permit to work arrangements are met.
• Support all waste management services to support Environmental accreditations
• Ensure cleaning operatives are providing agreed cleaning services including daily housekeeping.
• Ensure a high standard of housekeeping at all times.
• Support colleagues with audio visual or video conference enquiries, reporting equipment failures to IT Helpdesk
• Raise purchase orders and administrate invoices from a range of FM suppliers ensuring accuracy of billing
• Undertake incoming / outgoing post service activity, all restocking and portering services as required.
• Ensure familiarity with all FM technology tools and equipment (be the SME) and promote innovation and continuous improvement within the team.
• Work across a range of shifts to support business operational need and fulfil occasional weekend working with reasonable notice (at agreed rates).
• Liaise with the landlord estate team on all safety requirements (permits to work, RAMS etc) or to escalate landlord helpdesk requests through to completion.
• Operate and follow safe working practices at all times and ensure contractors follow all safety requirements without fail.
• Support health and safety induction arrangements for new colleagues.
• Undertake safety training as directed and supported by Pay.UK
• Incident Management Support as required
• Communicate activity and share departmental knowledge with other FM team members.
• Work cross-functionall across the business pro-actively building relationships with other departments

Skills, Experience & Qualifications

• Demonstrable experience delivering effective facilities management services in a corporate office environment including performance focused supervision of FM supply chain.
• Ideally be working towards a professional qualification in Facilities Management (IWFM or equivalent).
• IOSH Managing Safely certificate - desirable
• Demonstrable understanding of risk assessment and risk management in regards safe working practices.
• Organised and able to manage your own time effectively and efficiently to ensure all planned and unplanned tasks are completed on-time.
• Demonstrable experience delivering customer service activity to a wide range of internal and external customers.
• Able to work collaboratively as part of a small, flexible team within an intelligent client FM service model, utilising digital FM tools to improve efficiency.
• Good stakeholder management skills providing a positive representation of the FM department in all matters.
• Appropriate level of oral and written communication skills to support customer service levels.
• Pro-active problem solving skills using a ‘can do‘ approach to avoid service issues escalating to complaints.
• Able to support change confidently and positively drawing on previous experience in similar workplace environments.
• Able to work flexibly between 08.00 and 18:00hrs and occasional weekend working. This role requires attendance at our corporate office daily to meet the responsibilities and involved.

About Us

Pay.UK maintains and develops the UK retail payment systems and standards that are core to the economy being able to function on a day-to-day basis.

From Bacs to Faster Payments and cheques – we act as the single operator for all UK retail payments. We put the needs of consumers and businesses at the heart of everything we do, working in the public interest to ensure that the systems the country relies on for its banking transactions are safe, open, innovative and resilient.

Our payment systems underpin the services that enable funds to be transferred between people and institutions. In 2023, the UK's retail payment systems processed 11.4 billion transactions worth £9.3 trillion through Bacs Direct Credit, Direct Debit, Faster Payments, and cheques, and our Current Account Switch Service has facilitated over 10.2 million switches since its launch in 2013.

Every day, people and businesses use the services we provide to get their salaries, pay their bills and make online and mobile banking payments. Our vision for the future is to enable a vibrant economy, with Pay.UK delivering the best-in-class payment infrastructure and standards for the benefit of consumers and businesses nationwide.