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Operations Support Assistant in Ringwood at ProQuest

Date Posted: 2/14/2018

Job Snapshot

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    Not Specified
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Job Description

This role combines operational coordination and support duties along with Site Facilities and health and safety responsibilities

Duties and Responsibilities:

Operational Duties

  • Have an excellent understanding of excel – creating and producing daily operational reports

  • Support Books and Projects Manger in creation of consortia stats and management information

  • Provide operational and administration support to Senior Management Team in terms of report collation, information gathering, research and compilation

  • Coordinating onsite visits – customer and contractor

  • Flexible in supporting Departments at short notice during business critical times

  • Carrying out any further duties as required by the Company from time to time

  • Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels

  • Follow established escalation procedures and incident reporting procedures

  • Adhere to business compliance with the firm’s guidelines, procedures and strategies

  • General admin support 


  • To be the first point of contact and take responsibility for gathering or disseminating information concerning facilities-related issues. Liaise with Facilities Manager as appropriate.

  • Initiate & oversee work order requests for building and installed equipment maintenance.

  • To be the first point of call for contractors or any on site work

  • Administer and update central database of building and equipment compliance.

  • Work with the Facilities Manager to manage Central Suppliers and Contractors.

  • Support in monitoring expiry of contracts and initiate re-procurement if needed

  • Attend Supplier review meetings. .  Regularly monitor and review service level delivery agreements and escalate any unresolved performance issues to the Facilities Manager

  • To ensure all team posted material on the central drive remains valid, and factually accurate.

  • To form part of and be available for any out of hours call-outs by the out-sourced security contractor for any incidents or issues and escalate to the Facilities Manager when needed.

  • Raising and processing purchase orders and invoices as required

Health and safety  

  • Ensuring that you are familiar with all aspects of health & safety as detailed in the Firms approach and health & safety policy.

  • Ensuring that team members are aware of the particular hazards in their departments and ensuring that these are kept to a minimum.

  • Monitor procedures and processes to ensure full compliance across the site to Company H&S policies

  • Implement and manage safety procedures to ensure the provision of a safe working environment.

  • Review HSE updates and guidelines – communicate compliance changes to H&S Committee

  • Responsible for coordinating outcomes and actions from monthly H&S Meetings

  • Be the escalation route for H&S Reps for unresolved issues

  • Support Chief Fire Officer with compliance checks

  • Accident reporting and investigation


  • Advanced Excel

  • Excellent researching and problem solving skills, including the ability to analyse, compare, evaluate, reconcile and order data.

  • Strong interpersonal skills, with ability to professionally interact with a diverse blend of personalities to reach resolution and maintain strong relationships.

  • Capacity to learn and master new technology and knowledge of Microsoft Office products.

  • Ownership of tasks through to completion

  • High attention to detail

  • Self-motivated, and able to work as part of a team

Ancillary Qualifications:

Qualifications listed below, while not necessarily a requirement for this position in each circumstance, provide additional depth and value to the role.

  • Educated to A Level standard
  • Working knowledge of the publishing industry