Facilities and Office Services Assistant Apprenticeship

Employer description

With deep roots in Baden-Württemberg, LBBW is also present in a number of economic and financial hubs worldwide. We place our expertise at our customers' disposal

• and are just as involved and innovative as they are. Because we think and act like an entrepreneur.

LBBW provides its services as a mid-sized universal bank to companies, retail and institutional customers and savings banks.

As an institution under public law, LBBW is owned by the Federal State of Baden-Württemberg, the Savings Bank Association of Baden-Württemberg and the City of Stuttgart.

Main description

The Office Service Coordinator Apprentice supports day-to-day office and facilities operations while learning the fundamentals of workplace services. The apprentice will gain hands-on experience in facilities management, customer service, and administrative coordination in a professional office environment.

• Facilities
• Act as Fire Officer responsible for the annual fire risk assessment and enlisting of fire warden volunteers, as well as promoting fire drill awareness
• Head of First Aid team, enlisting volunteers, keeping records of training and renewal dates
• Coordinating office repairs and maintenance (R&M), which includes liaising with building management/landlord and organising relevant documentation
• Scheduling necessary R&M/building works to take place during appropriate hours to minimise disruption to the business, which occasionally includes out-of-hours attendance
• Liaise with IT and the Deputy IT Manager regarding R&M in the comms room.
• Liaison with suppliers of facilities and office services, maintaining an overview of invoicing and charges
• Manage contract renewals and the contract management system
• Implement and update H&S procedures
• Update the H&S information board electronically on SharePoint and physically in the office
• Liaise with Energy Consultant suppliers and manage ESOS reporting
• Manage Facilities/H&S folders on SharePoint
• Participate in BCM meetings and exercises, manage the incident notification system (Everbridge) and ensure the database is up-to-date

Reception / Administration

• Greet and meet visitors and offer refreshments, ensure the welcome lounge and meeting rooms are kept clean and tidy; set up meeting rooms as required
• Manage reception inbox and incoming calls; dealing with or forwarding enquiries as appropriate
• Manage courier and taxi bookings as required
• Management of staff access to our offices, including access pass issuance
• Manage office deliveries and collections, ensuring these are logged via the building visitor management system, Equiem
• Sort and distribute incoming and outgoing mail
• Occasional processing of invoices and some purchase request approvals in Concur
• Attendance at Ops and Op Risk Meetings and other meetings as necessary
• Support with branch events as required

Entry requirements

• GCSE or equivalent in Maths and English 9-4/ A- C desired
• Must have lived in the UK for the last 3 years

Please note this is a Facilities Services Operative Level 2 apprenticeship via Capital City College.