Fire, Safety & Environment Administrator

Date Posted: 25/11/2021
Department: Fire, Safety & Environment
Company: Canary Wharf Management Ltd
Reporting to: Fire, Safety & Environment Administrator

Job Summary:

To assist in the daily administration of the Fire, Safety & Environment Department.

About Canary Wharf Group

Canary Wharf Group (CWG) is the developer of the largest urban regeneration project in Europe. CWG develops, manages and currently owns interests in approximately 7.7 million square feet of office space, 0.9 million square feet of retail and over 1,000 build-to-rent apartments.

CWG is the largest sustainable developer in the UK with over 10 million square feet of sustainable certified buildings. CWG also excels operationally as it purchases 100% electricity from renewable sources since 2012 and zero waste to landfill since 2009.

CWG has created a 24/7 city where people can live/work/play on the Canary Wharf estate and enjoy all the benefits: great transport links, access to green spaces and waterside living; and a wide range of amenities including an award-winning arts and events programme. Canary Wharf’s retail offering comprises over 300 shops, including grocery stores, pharmacies, health clubs, bars and restaurants, all within 15 minutes’ walk.

The Company’s current £2.4bn construction activity is composed of 500k square feet of commercial properties and over 1,750 new homes for sale and rent.

Our Culture and Values

Working at Canary Wharf Group means working for a forward thinking, collaborative team. We hire staff who strive to make a difference and achieve the highest standards. Everyone is empowered to make a difference and our ethos encourages everyone to think like an owner. Our business puts our customers and people at the heart of everything, we work to meet their needs and exceed expectations.

Our mission is to empower our people, engage our communities and create sustainable places.

Our values help us achieve exceptional results:

Excellence: Commit to achieving the best with integrity

Collaboration: Make us of our vast experience and knowledge to work effectively together

Engagement: Develop our people, our communities, our stakeholders and our suitable environment and be exceptional while respecting others

Ownership: Take responsibility and pride in what we deliver. Everyone has the opportunity to make a difference.

Innovation: Embrace change and encourage innovation

Main Responsibilities

  • To provide complete administrative support to the FSE Department including the duties described below.
  • To liaise with internal staff, tenants, the local authorities, and contractors for the purposes of all health, safety, quality and environmental related matters.
  • To maintain the diaries of the FSE management team.
  • Arrange meetings including Tenant Safety and Environmental Forums as applicable.
  • Arrange training for tenants and employees – including preparation of training packs and maintaining database of attendees.
  • Process all internal and external correspondence.
  • Scanning of documents and data entry as required.
  • To assist in the preparation of training presentations and related material.
  • To prepare and distribute the documents including training packs, handbooks, training aids, newsletters, ad-hoc reports and proofread as necessary.
  • Take, prepare and distribute meeting minutes in a timely manner.
  • To maintain sickness and annual leave records for the FSE Department.
  • Process changes to Payroll from overtime/ etc.
  • Assist the FSE Management team in maintaining the FDO Rota – communicating the rota to other parties as required via Outlook Email and Calendar (Infrastructure, FSE Team, Co-Managing Directors etc).
  • To assist with the financial management of the department – raising purchase orders, cross charges and ordering stationery/equipment/uniforms.
  • To provide such reports and data as may be required by line management.
  • Prepare all statistics required by the department for analysis including those required for Monthly Reports, Code 4 Reports, Staff Consultative Committee Reports, Board Reports etc.
  • To maintain the electronic and manual filing systems and scanning and archiving of documents.
  • Record and categorise accidents, fire alarm activations and incidents from accident forms, Code 4 Reports and ISARR reports into the FSE Database.
  • To maintain the departmental training and safety databases.
  • Assist the Quality Manager in the uploading of new starter information and documents to SharePoint.
  • Assist the Health and Safety Advisors/Assistants in the preparation of Water Management folders.
  • Assist the Environmental Manager in the preparation and administration of environmental events.
  • Control the issue of specialised safety equipment within the business. Arrange for calibration of this equipment as required.
  • To attend such training as is deemed necessary to ensure understanding of the technical aspects of the department.
  • To carry out any special projects as may be reasonably required by the CWML FSE Management team.
  • Support the FSE team is producing Safety Scheme in Procurement (SSIP) reports.
  • To support in the management of information in the insurance tracker and central action tracker.
  • To carry out any other reasonable duties as requested from time to time by the FSE Management team.

What We Require of You

  • Minimum typing speed of 55wpm is desired.
  • The incumbent must have a good knowledge of Microsoft Windows, Word, PowerPoint and Outlook.
  • Excellent Excel knowledge is required including how to create pivot tables, pivot charts, sort data and create formulas for analysis of information.
  • Good written and verbal communication skills are essential.
  • The incumbent should possess a good standard of written English, GCSE or equivalent in English Language is desirable.
  • The individual must be polite, courteous and well presented.
  • Ability to work under pressure and flexibility to adjust workload to support the administration of emergency incidents is essential.
  • A team player who is organised, hardworking and capable of working on own initiative to meet deadlines.
  • To meet the organisational needs of the department the incumbent must ensure that the office has administrative cover between 8.30am and 5.30pm. Some exceptional cover outside of these hours may be required in the event of an emergency incident to support the FSE Management team.
  • The incumbent must have an appreciation of the importance of customer service and how this is applied in the context of Canary Wharf.

To achieve our company vision, mission and values, there are core responsibilities within each job role that helps us provide a consistent, safe and effective approach, whilst improving the service that we deliver.

All staff shall:

  • Adhere to our Health, Safety, Quality and Sustainability requirements as detailed in our policies within our Integrated Management System. The latest documents including relevant procedures and forms can be found on SharePoint, with Trade Contractor and Consultant related documents on Asite.
  • Act responsibly, and take care of yourselves and others. Follow all necessary precautions, guidance and instructions when conducting, supervising or managing a task. Further details regarding Health & Safety are set out in the Health & Safety Policy, within our Employee Handbook and are available within our health and safety management system located on SharePoint.
  • Protect the environment and reduce our environmental impacts through reducing energy use and minimising waste produced onsite. Staff should adhere to the procedures in our environmental management system. Relevant documents are located on SharePoint.

What We Offer

Diversity and Inclusion: We recognise the importance of embracing diverse experience, skills and perspectives at all levels and operating in an inclusive working environment, in order for everyone to reach their full potential. We also recognise that it makes business sense, since being an inclusive employer leads to better business performance and higher levels of employee engagement and satisfaction. We welcome applicants with diverse backgrounds, perspectives and skills and are committed to fostering a culture whereby everyone can reach their full potential.

Flexible Working: As an inclusive employer, we recognise the positive impact flexible working can have on an individual, their wellbeing, engagement and productivity. Therefore, we are open to consider flexible working arrangements, both temporary or permanent.

Learning and Development: At Canary Wharf Group, our employees receive a wide range of support to help improve their skills and achieve their career goals. We offer development opportunities through classroom and e-learning training, mentoring, cross department experience and on the job learning. We heavily invest in our staff attaining accreditations to develop existing and new skills, support chartered status, sponsorships and provide further educational opportunities which are job and business related. We never stand still and continually invest in developing skills and knowledge to ensure individual and company growth.

Other Benefits: We are committed to building a safe, happy and healthy community for our employees and we offer a comprehensive range of benefits, all designed with our employees and their wellbeing in mind. From generous pension and insurance plans, to health benefits, subsidised gym membership, store discounts and family leave, our benefits package allows our employees to choose the benefits that suit them and their individual needs.

If you are interested in joining our highly professional and skilled team for our next exciting phase of development, please complete the form on this page to apply online or send your cv and covering letter to: Personnel Department, Canary Wharf Group plc, One Canada Square, Canary Wharf, London, E14 5AB.

Closing date for applications is Thursday 9 December 2021.

Early applications are encouraged as we reserve the right to appoint at any point.

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