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We are looking for a Sentinel Co-ordinator & Office Support to provide administrative and secretarial support to the Frankham Group.

Frankham Group provides a full range of surveying, design, engineering and consultancy services to the built environment. We provide the majority of the core professional disciplines together with a number of specialist services to support all aspects of developing, constructing, upgrading and maintaining property assets over a very diverse client base in both the public and private sectors.

Our mission is to provide exceptional and sustainable construction solutions in all disciplines, earning our place as the construction consultancy of choice. We are dedicated to bringing innovative ideas to life and delivering results that are both high-quality and cost-effective.

We are looking for a Sentinel Co-ordinator & Office support to provide administrative and secretarial support to the Frankham Group. This role will regularly be in contact with managers within the group from the Chairman to junior members of staff and external clients/training providers etc.

Main Purpose of Job

• To carry out Sentinel coordinator duties in accordance with the Sentinel Scheme Rules and be responsible for managing the Sentinel Database.


• Providing administration support for our Infrastructure Engineering and rail team to include, but not limited to, booking training and medical appointments, accurately updating and maintaining information on our excel database and the online database and keeping hard copies for our file. Providing assistance during our yearly audits including RISQS audits, including preparation of evidence.


• Follow the company process ordering, issuing, and maintaining PPE and equipment for the group. Raising purchase orders and credit card requisitions to cover costs of training, medicals, and PPE. Issuing safety bulletins to the rail team as and when required and keeping accurate records of read receipts.


• Organising harness and ladder inspections and maintain equipment/asset database.


• Daily reception cover includes greeting visitors to the office in a professional and friendly manner, ensuring visitors sign in and out.


• Logging incoming calls, taking, and distributing messages (where appropriate) and/or forwarding messages via email to appropriate person plus their secretary. Complete office ‘daily checks’, checking toilet and kitchen supplies morning and afternoon. Ensure each floor has tea, coffee and milk and reporting if running low.


• Organise booking arrangements for meeting rooms for Frankham staff and our tenants.


• Look after the group post, open, date stamp and initial all incoming post and collect and frank the outgoing post ready for collection.


• Log hand delivered/couriered post/packages and distribute to addressee.


• Check outlook calendars and record daily whereabouts of staff into the Sidcup diary.


• Provide reception ‘Frankham Friday’ cover for the office.


• Water the plants in the office on a weekly basis.


• Assist updating internal telephone, mobile numbers and car registrations and distribute to staff.


• Assist with keeping the reception area tidy at all times.


• Assist the team with their day to day secretarial & administration tasks including, preparing, formatting and issuing specifications, reports, minutes, fee proposals, photographs, letters and general correspondence. Photocopying, scanning, binding, and archiving.


• Maintain the Approved Suppliers database. When requested, send out the Approved Supplier paperwork. When paperwork is returned, enter the data into the Approved Supplier spreadsheet. If all documentation is in order, then the supplier is approved.


• Check all pre-approved suppliers on a weekly to ensure documents are up to date, if not send request email to supplier to send updated documents and ensure approved supplier database is updated.


• Create a folder for the new supplier and file all documentation provided.


• Carry out a supplier review every couple of months with accounts on which suppliers are still being used and update Approved Supplier database accordingly.


• Any other duties as reasonably required of post holder following consultation.

Previous Experience and Qualifications

• No specific qualifications required, although a secretarial qualification or previous secretarial experience would be a distinct advantage.


• Excellent English and Maths skills


• Excellent telephone manner


• Good knowledge office technology (Microsoft), including knowledge of using email, word processing and the production of spreadsheets and databases.

Key Attributes and Behaviours

• Excellent communication and interpersonal skills (written, telephone and face to face) are an essential requirement of the role.


• Good PC skills required (Microsoft package) Word, Excel and Outlook.


• Full training will be provided on the bespoke company systems.


• Personal Qualities:
  
  
  
  • Reliable in punctuality and attendance
  
  
  • Strong organisational skills
  
  
  • Attention to detail with excellent record keeping skills.
  
  
  • Flexibility and adaptability with the ability to multi-task
  
  
  • Excellent team working skills.
  
  

Benefits & Initiatives

Frankham offer excellent benefits and initiatives, including:

• Home/office working policy.


• Flexible working policy.


• Annual leave – sell, buy & carry-over policies.


• Health Shield cash plan.


• Long service award.


• Incentive scheme.


• Frankham Friday.


• Cycle-to-work scheme.


• Life assurance.


• Annual season ticket loan.


• Generous maternity & paternity pay.