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Facilities Compliance and Administrative Assistant 12mth FTC

Posted: 13 Aug 2019 Closes: 12 Oct 2019
Northampton, UK Facilities Compliance and Administrative Assistant
Fixed term & Full time RUK00553-2885

This role will be responsible for the daily operational administration and ongoing management of a credible document control and management system that supports ISMS policy and ensures that all Facilities documentation whether linked to contractor operations or otherwise meets Legal & Regulatory compliance & Ricoh standards.


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This role will be responsible for the daily operational administration and ongoing management of a credible document control and management system that supports ISMS policy and ensures that all Facilities documentation whether linked to contractor operations or otherwise meets Legal & Regulatory compliance & Ricoh standards.

What you will be doing

· To work collaboratively with all parties within the Facilities department and related compliance functions to administer and deliver a fully operational document management system that controls all documentation within Facilities whether inbound from internal customers or external suppliers and parties. · To effectively administer all inbound documentation and to ensure the accuracy of its contents by liaising with the Facilities Risk & Compliance Specialist and other SME’s from around the business and/or contractors and suppliers where ambiguity exists, ensuring all information is legible/credible in line with expectation while ensuring full compliance to legal & regulatory requirements. · To coordinate & provide admin support for all Facilities audits (internal and external) and to liaise with other departments to ensure full cooperation and attendance targets are met. (Ricoh Europe, BSI, Quality & Systems, CSR). · To provide support for internal audits within the
documents and records control systems designed helping to monitor internal compliance and look for continual improvement To administer and learn about compliance documentation from all assigned contractors working on behalf of Ricoh UK and to undertake guided, periodic review and update activities with all parties helping to ensure all suppliers meet Ricoh’s requirements.

You will ideally have

· An aptitude to learn and proven experience in an administrative role.· A distinct eye for detail and a broad understanding of what a Facilities function should deliver.· A desire to learn and potentially become qualified in a compliance related subject (Auditor, Health & Safety, Environment, Quality) or demonstrable experience of working within a compliance role· Ability to work autonomously or as part of a team· Confidence to develop own ideas and use initiative· Strong Interpersonal Skills, with a focus on internal customer services.· Ability to present factual data and information in a logical and easy to understand manner· Logical and analytical thinking· Ability to manage small and willingness to learn to manage larger projects· Strong communication skills, both verbal and in writing· Ability to demonstrate confidentiality, commitment and flexibility at all times· Intermediate level in all basic MS Office Packages including Visio and Power point Desirable·
An Auditor’s qualification or demonstrable auditing experience· Experience of writing processes and setting up new systems of work including the design of document/record control facilities· Compliance related qualifications (Health and safety, Environment, Data/Information Security)· Specific topical experience/knowledge – Mechanical & Electrical maintenance, lifting equipment, building structure or plant, Fire provision, asbestos or water safety)· Proven process improvement experience – Six Sigma · Intermediate level in MS Office Packages such as Visio and Power Point Presenting skills & experience

In return for your commitment, you can expect

Ricoh is an exceptional place to work. A place where there is strong emphasis on career development for the right individuals. This is also a role where you can excel within a fast-paced environment and succeed within a great organisation. Are you the right candidate for this key position? If so, we welcome your application.

We are an equal opportunities employer

Ricoh have removed the disclosure of convictions box from their application process (ban the box - http://www.bitc.org.uk/programmes/ban-box) offering equal opportunities to all. For all roles, we will judge each individual on their skills and ability before taking into account their history. However some roles are subject to sensitive and restrictive information and, if successful, you may be required to undertake pre-employment vetting checks which include but are not limited to residency check, credit reference check, financial sanctions` check and a DBS Check.

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