The services that the Projects & Team Leader is directly responsible for includes, but is not limited to :
Direct Team leadership of London based Records Floor controllers
Oversight of day to day activities and productivities of team
Participate in the completion of staff appraisals
Provide and / or co-ordinating team training requirements
Return to Work paperwork following staff sickness absence
Address staff performance issues and complete formal investigations when necessary in line with Mitie’s grievance and Disciplinary Policy and Guidelines.
Weekly & Monthly activity reporting
Supporting the Onsite & Offsite Project duties
Overseeing and administrating the project register
Visiting offsite locations across the UK to scope projects
Scoping Projects including recommending resources, timescales, potential costs & best practise solutions
Assessing onsite storage requirements and usage
Organising support (3rd party suppliers & records resources) to successfully deliver projects
Completing Records audits and assessments
Training customer users in Records processes and RSWeb demos
Meeting & presenting solutions to stakeholders and end users
Reconciling 3rd party inventories and collating discrepancies
Supporting the BAU Records Management floor controller activities
Main point of Contact for the clients with regards to ordering boxes / files, returning boxes / files and New boxes
Receiving and processing email requests from Clients
Searching for files on current Records Management Systems
Creating collection and delivery work orders
Data entry & cataloguing of boxes & files.
Point of receipt for box / file deliveries
Distribution of boxes / files and scanning / tracking to requesters location
Liasing with delivery drivers
Supporting records management projects incl file room rescans
General housekeeping and tidiness of filing rooms
Compliant to MMC’s security, data protection policies and records best practise guidelines
Service Delivery :
Customer Service :
Be a customer service champion, take a pro-active approach to customer service and promote good service standards, habits and methods across all properties
Build a strong relationship with key clients; MMC, Mitie and Iron Mountain, based upon openness and mutual trust.
Computer literate proficient in relevant computer applications such as MS
Accurate keyboard skills and proven ability to enter data correctly
Knowledge of correct spelling, grammar and punctuation
Some understanding of clerical and administrative procedures
Excellent planning and organisation
Information and collection skills
Attention to detail required
Strong communication skills
Strong emphasis of following procedures surrounding legislation and confidentiality
Ability to work under pressure and to tight deadlines
Work within the requirements of the Health & Safety at Work Act
Ensure high standard of housekeeping is maintained at all times within the department
Undertake QHSE training as required (HACB Level 3)
Provide team talk input and deliver team talk to team members
Advise your line management of any operational issues
General administrative duties in relation to the running of the overall operation including job recharging.
Undertake other duties not specifically stated above which from time to time are necessary for the effective performance of the overall service without altering the nature or level of responsibility involved.
Build a strong relationship with key clients within MMC and Mitie, upon openness and trust.
Manage and motivate teams to ensure that Mitie delivers our contractual requirements.
Ensure all staff observe site rules and standards and deliver services to the required standard.
Follow Mitie systems and procedures to manage all staff performance and non compliances.
Prepare training plans to develop people and services.
Encourage staff to undertake a pro-active approach to their own development.
Ensure all operational procedures are followed.
Follow company ethics, policies and procedures.
Have a very good eye for detail and be able to work hard to meet deadlines within a busy team.
Scan various documents on Flat bed and bulk head scanners.
Carry out all duties within a timely and professional manner.
To be flexible in approach to work patterns and systems, to maintain the standards required as a MITIE employee.
Telephone and email answering and accurate message taking.
Engage with and build relationships with colleagues and clients.
Adhere to any reasonable management request from line managers or client.
To demonstrate pride in all aspects of customer service.
Technical skills required
Must Have :
Ability to travel by car / train), so will require a clean driving licence
Person Specification :
Should build effective client-relationships based on trust, flexibility and a professional approach and be able to deal confidently with the client.
Must be able to manage and prioritise several projects throughout the day and manage clients expectations on how quickly jobs can be achieved when unrealistic deadlines are set, or workloads are high.
Should be willing to share knowledge and experience with others.
Must be sensitive to the client’s needs, remaining calm and confident, even in difficult situations. When required, should produce clear and well-structured written communications.
Must have ability to track several projects at once and monitor their progress throughout the production cycle.
Setting up succession planning and completing annual appraisals and being involved with recruitment of new team members when required.