Projects, Team Leader
Mitie
London, GB
3d ago

Job Description

The services that the Projects & Team Leader is directly responsible for includes, but is not limited to :

Staff supervision

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

Projects

Supporting the Onsite & Offsite Project duties

Overseeing and administrating the project register

Preparing reports

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

Floor Controller

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 :

  • Ensure contractual Service Level Agreements are met and recorded.
  • 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

    QHSE responsibilities

    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)

    Miscellaneous

    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 provide a professional, friendly, flexible and responsive customer service to clients and colleagues.
  • To handle queries and complaints effectively, ensuring the client’s needs are met.
  • To demonstrate pride in all aspects of customer service.

    Qualifications

    Technical skills required

  • All types of Records Management processes, indexing / cataloguing of documents and understanding of projects.
  • Become fully skilled in how to use the RSON & RSWeb records management software
  • Confident use of excel to create Project tracking reports
  • Must Have :

    Ability to travel by car / train), so will require a clean driving licence

    Additional Information

    Person Specification :

  • Client focused Must demonstrate a client-focused approach to providing a service, through personal commitment to the client and their business.
  • Should build effective client-relationships based on trust, flexibility and a professional approach and be able to deal confidently with the client.

  • Project and time management Will demonstrate good time and project-management skills, as projects will require multiple actions.
  • 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.

  • Drive and enthusiasm Will work with energy and enthusiasm, taking responsibility and ownership of projects. Should be determined to achieve results and be prepared to put in extra effort when required.
  • Personal development Will take responsibility for own development. Should seek and act upon feedback concerning own performance.
  • Should be willing to share knowledge and experience with others.

  • Judgment Must be able to make logical decisions, considering all relevant information and alternative solutions. Should also consider the broader implications of proposed actions.
  • Effective communication Must speak clearly and concisely, ensuring all important information is communicated. Should ask relevant questions to ensure understanding.
  • 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.

  • Quality Should demonstrate a concern for quality of results, identifying opportunities for continuous improvement. Must check work carefully and ensure all jobs worked on follow the quality checking procedures and that all work is presented according to brand guidelines.
  • Reputational risk Must consider the reputational risk to the firm, asking the question each time what could go wrong here’, working to ensure that we comply with every element of the firm’s policy and removing elements where risk could be an issue.
  • Planning and organising Must plan and schedule activities to ensure best use of time and resources. Should take a logical and systematic approach to work, monitoring progress on tasks and reprioritising them to take account of changing circumstances.
  • Must have ability to track several projects at once and monitor their progress throughout the production cycle.

  • Team working Must work in partnership with colleagues to achieve common goals. Should be willing to offer help and assistance to others and be understanding of others’ needs, in turn contributing to a positive team spirit.
  • Management Ability to persuade, mentor and guide a busy team, knowing when to step in and when to allow the team member to grow and make their own choices.
  • Setting up succession planning and completing annual appraisals and being involved with recruitment of new team members when required.

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