Based in the Assessment Centres, Site Coordinators will support operational delivery through co-ordinating daily site activities, greeting, and directing claimants, and completing any necessary paperwork.

Providing a warm and professional welcome to all visitors to the Assessment Centre, ensuring the reception desk is staffed and dealing with email and telephone queries in a timely and professional manner.

The role will ensure the smooth running of all facilities in the office including the co-ordination of meeting rooms and associated requirements. Facilitate all administrative needs including the ordering and distribution of general office needs such as stationery, and reporting any facilities issues.

This role is based at our Golders Green Assessment Centre and is a full time role working Monday to Friday 8.30am to 4.30pm.

Responsibilities:

• Accountable for claimant experience, providing a warm and friendly welcome, taking ownership to ensure that all visitors have a positive experience on arrival at the office.
• Ensuring claimants are made aware of any delays to their appointment times in order to manage expectations.
• Responsible for the co-ordination of all assessment rooms and associated equipment within the Assessment Centre.
• Liaising with Functional Assessors, Service Delivery Team Leaders and Managers, to ensure all are aware of claimant arrivals to support efficient management of assessments to contractual requirements.
• Carry out scanning/ photocopying of FME (Further Medical Evidence) and support claimants with completion of expense claims where required.
• Preparing and maintaining rooms and equipment to ensure they are ready for the Functional Assessor and claimants.
• Liaising with Team Leaders, Service Delivery Managers, Functional Assessors, and other teams to ensure cohesion within unit and workflow progression.
• Accurately updating and maintaining electronic records via DWP (Department for Work and Pensions) and Ingeus systems.
• Supporting with general administrative duties as required to support the running of the Assessment Centre, including accepting and distributing deliveries to site.
• Responsible for ordering and maintaining an appropriate stock of stationery for the office and keeping the stationery areas in good order for all to use.
• Report estates, Health & Safety and IT issues through ServiceNow, tracking to resolution with the appropriate internal service provider.
• Support with the tracking and reporting of Fire Marshalls, First Aiders and Evac Chair Training on site, organising training, where required.
• Maintain a positive working relationship with the facilities team and escalate issues as necessary, taking a proactive approach to resolving any matters.
• Support in gathering claimant feedback on the service provided to them.

Essential Criteria:

• Customer service experience.
• A strong communicator with the ability to communicate at all levels.
• Excellent organisation, time management and IT skills including word and excel.
• Previous experience in working in an administrative role.
• Relationship management with internal and external stakeholders.
• Ability to work under pressure in a busy environment.
• Good level of literacy and numeracy.
• Attention to detail.
• Ability to create and maintain accurate electronic and paper records.
• Ability to respond positively to changing circumstances.

  Desirable Criteria:

• Previous front of house receptionist or host experience in a busy professional environment.
• Experience co-ordinating internal resources on a day-to-day basis to support effective workflow.
• Excellent knowledge of MS Office – Word, Excel, and Outlook.