Site Secretary

Company: They are holistic placemakers, focussing on large-scale brownfield regeneration projects which are beyond the scope of conventional homebuilders. They stitch these vast and isolated spaces back into the local fabric, bringing them to life with the right mix of homes, amenities, natural landscapes and open spaces. Duties: RECRUITMENT Permanent Staff –Raising and compilation of Employment Pack for Director authorisation including filing electronically. Temporary Staff –Raising and compilation of Employment Pack for Director authorisation including filing electronically. Update on a 3 monthly interval “Temp Staff Authorisation” Proforma for Director authorisation including filing electronically. NEW STARTERS – Construction Staff –Organise Desktop IT Equipment & Telephone (Mobiles if applicable). Arrange access to IT system (processing of New Employee IT Request Form).PPE & Workstation prepared for arrival. LEAVERS – Construction Staff –Collection and receipt of Leavers Company equipment - returning to IT Dept and organising closing of e-mail accounts. ATTENDANCE / ABSENCE Record on a Daily basis construction Staff attendance / update leave tracker. Ensure any staff absence/ off sick reported to MD’s PA for inclusion within Monthly Management Pack & ensure “Sick Form” completed by staff member upon return to work and issue to HR. Temporary Staff – Receive weekly Timesheets, check attendance with Bio-site records, obtain authorisation with copy to individual & original to Accounts Dept . EXPENSE FORMS – Project Director Provide assistance to Project Director in completion of Minor & infrequent expenses incurred & obtain authorisation. CONSTRUCTION AND SUPERVISON STRUCTURE CHART UPDATES. ELOS – TRAINING SCHEDULE. INDUCTION, CVS and WEEKEND WORKING ROTA. ORDERING & INVOICES CODA Input, process & administer orders received from production departments on site. Process and prepare CODA order invoices for authorisation including dealing with any discrepancies / queries for payment. INVOICES Process & prepare invoices received from Accounts Dept for authorisation including dealing with any discrepancies / queries for payment including filing of Hard Copies. REPORTS FRIDAY FILE Collating of Friday File contents from various departments / individuals in electronic format and as well as assembly and distribution MANAGEMENT PACK Collation of TQM training undertaken by Construction team & issue to MD’s PA for inclusion within monthly Management Pack. PROJECT REVIEW; Collation of Project Review pack information. Sharing links. Facilitating meeting, operating display and taking minutes. OFFICE EQUIPMENT & STATIONARY Weekly order of Stationary including processing order for authorisation & payments including queries. Receipt of delivery tickets and file. OFFICE MEETING ROOMS – Responsible for Project Office meeting room – bookings. INCOMING CALLS – Take & transfer incoming telephone calls / take messages. OFFICE TIDINESS – Responsible for making sure project office tidiness is at a good standard.TYPING – letters, memos, minutes for project office. DOCUMENT CONTROL; VO’s VO meeting attendance and minutes. VO filing and distribution. Issue of site instructions / maintaining of SI register. Act as secondary point of contact (following document controller) for SharePoint management in line with SharePoint Administrator role. This would include; Uploading of information. Training and support to new staff. Setting up of contractors and external users. Managing SharePoint lists and libraries. O&M / H&S Filing System; O&M filing systems. Contractor’s documentation and handover certification and commissioning trackers.20 point checklist and pre-estates handover documentation. Management of and required hard copies of drawings filing. IT and PRINTING Act as main point of contact for resolution of IT issues. As above for printing issues – including contacting and resolving machinery and technical issues. Ensuring connectivity and IT integration to printing systems. FIELDVIEW ADMINISTRATOR ROLE Regular (day to day) duties; Add / enrol new devices for project and trade contractors as required. Set-up new project and trade contractor users as required. Monitor and maintain the user list, updating or removing users when necessary. Create, print and issue QR codes for devices, locations and permits. Generate reports of site activities (e.g. overdue tasks, trade contractor inactivity, etc.) and escalate any issues to the construction team for resolution. Liaise with the Quality Manager to request user support or training. Feedback suggestions for improvements to the Project Field View Champion or Quality Team Set-up (one-off) duties. Establish the project geometry in line with the design. Liaise with the construction team to establish the project build sequence and critical hold points required to set-up and maintain FV Process Trackers that are compliant with the company Field View Standards for the various stages

Location: Wandsworth, GB

Posted Date: 1/11/2025