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Administrator / Facilities Manager

Are you and experienced Administrator with excellent communication and computer skills who is able to multi-task?  Are you looking for a contract in the Woking area? If so, look no further as we are looking for an organised Administrator to take on this extremely varied role for 9-12 months to cover Maternity from the beginning of January ideally.  

You will be responsible for providing support to the Managing Director and the Senior Management Team and assume day to day management of Facilities, Health and Safety and Third-Party Suppliers. In addition, you will provide HR administrative support for the Consulting, Training and Managed Services Division (circa 150 employees and circa 40 contractors) of Air Partner and will work collaboratively with the wider HR team to ensure that HR administrative processes are robust and efficient and provide an excellent service to the business.    

Please note that our office is based at Fairoaks Airfield which does not have any public transport links.  It is therefore essential that the successful candidate has a full and valid UK driving licence and their own vehicle.  They will also be expected to travel to the Gatwick office once a week. 

What you will be doing:  

Administrative Tasks:

- Collating information and producing management reports for the MD

- Co-ordinating and attending weekly Senior Management Team meeting.

- Drafting and circulating relevant communications on behalf of MD 

- Providing high-level administrative support 

- Carrying out ad-hoc project work for the MD as requested. 

Facilities Management  

- Building effective relationships with Group Facilities and Health and Safety personnel to ensure understanding of good practice and statutory requirements. 

- Liaising with Management Company on maintenance, lease and operational matters 

- Maintaining relationships with the site landlord and maintenance contractors to ensure issues are highlighted and resolved within a timely manner

Health & Safety

- Taking responsibility for day to day for Health & Safety, ensuring that all legislation is complied with in the workplace 

- Delivering health & safety information to employees and the management team as required

- Ensuring nominated First-Aiders and Fire Wardens are adequately trained, organising outsourced training where required 

Supplier Management 

- Managing third party supplier contracts

Human Resources Support: 

Taking responsibility for the end to end administration of the employee life cycle including;

- Assisting with admin for new starters, ensuring a smooth onboarding process, including drafting employment contracts, offer letters and welcome packs, obtaining employment references and completing right to work checks 

- Providing support to line managers with Company and local induction processes 

- Administering the probationary review process

- Drafting changes in terms and conditions letters and ensuring records and systems are updated accordingly

- Managing the leaver process including completion and submission of relevant leaver notification paperwork and exit interviews

- Maintaining and updating HR systems 

What we are looking for: 

This role would suite someone with a strong administrative and health and safety / office facilities management background.   You will be exceptional at managing various conflicting activities with constant interruptions, whilst maintaining exceptionally high work standards and keeping calm, approaching all problems and issues with a ‘can do’ attitude.  You will also:

- Have experience in a similar role 

- Have excellent administration experience 

- Have excellent working knowledge of all Microsoft programmes (Word, Excel, Outlook, PowerPoint) and ideally experience working with SharePoint

- Have Health & Safety H&S and / or office facilities management experience 

- Have first class and proven organisational skills

- Have an ability to prioritise and multitask in a pressurised environment 

- Have a full UK driving licence and a vehicle to get to and from the office 

- Be happy to travel to and work from the Gatwick office at least once weekly 

- Have excellent interpersonal and communication skills

- Be confident interacting with senior level management 

- Be highly motivated and proactive with the ability to work independently or as part of a team

- Be able to deal with confidential information with discretion and diplomacy

- Have a high level of integrity and experience in handling confidential information 

- Have a pragmatic approach to problem solving 

- Have exceptionally strong execution skills and be capable of moving from planning to doing in short timescales

- Be hands-on and ready to roll up sleeves in order to get things done

- Ideally have Health and Safety Qualification

- Ideally First Aid Trained 

- have experience of working within an HR environment an advantage

- Be flexible 

About us: 

Baines Simmons are specialists in aviation regulations, compliance and safety management and we partner with the world’s leading civil and defence aviation organisations to improve safety performance.  We form Part of Air Partner Plc, leaders in aviation charter, training, consulting and outsourced services. 

As trusted advisors to businesses, armed forces, governments and regulators across all sectors of aviation, we help to advance best practice, shape safety thinking and drive continuous improvement to safety performance through our consulting, training and outsourced services.

What we offer*: 

- A competitive salary 

- Pension 

- Flexible working options 

- Choice of working location

- Private Medical Insurance**

- Life Assurance**

- Employee Assistance Program 

- Air Partner Rewards

- Free parking

- 26 days annual leave with annual increases to 28 days after 2yrs service and 30 days after 4yrs service.  Please note that this includes 3 days annual leave as directed by the company over the Christmas period 

- Ability to purchase 5 extra holiday days per annum and carry 5 over each year 

- Gym Membership** 

- Cycle to Work Scheme 

- Eye Tests

- Long service awards

- Volunteering days

- Monthly recognition awards  

- Free hot drinks and fruit

- Dress down Fridays

- Development opportunities across the Group 

- A friendly, yet challenging environment to work in  

- £1,000 refer a friend scheme (T&Cs apply)


* All benefits are subject to change 

** Available after successful completion of probation period                                                    


VacancyId 3105
Location Fairoaks, Woking
Department General
Closing date 22.01.2020 00:00:00
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