Job Details

Job Purpose: The role will be to provide support to the Health and Safety Compliance section. You will provide administrative support to the Health and Safety Compliance team and co-ordinate the ‘In-House’ event day staffing provisions including, Medical and Crowd Safety. You will also assist the team in planning, briefing, managing and debriefing in regards to major and minor events. The role will require you to assist with development and preparation of event day staffing documentation, the creation of event day templates on the electronic event day staffing allocation system (Citadel). This will include maintaining staff files and updating any changes on the event day system, such as, qualifications, training and the production of Time & Attendance ID cards Part of your role will be to lead on the recruitment administration for event day positions, the creation of new starter files for all staff, the coordination of payroll for event, induction and training days. You will administer the raising of purchase order requisitions for staff, contractors and suppliers and receipt invoicing

Key Accountabilities: • Maintain updated Medical, Fire and Crowd Safety Management records on the departments electronic event day database • Liaise with the Contracts and Event Staffing Manager and the Event Safety Coordinator • To provide adminstration support for the recruitment process for event day staff and file all staff details in respective staff files, prepare new starter files and to liaise with Human Resources • To control the distribution of uniforms and identification cards to staff and maintain records of issue • Liaise with the Health and Safety Compliance team on any changes to event day requirements. • Ensure that all staff and contractors are complying with the processes and procedures of the system • Produce timesheets, using information on Citadel, for Medical and Crowd Safety Management staff and liaise with payroll • Liase with Medical and Crowd Safety Management staff on any pay queries and communicate issues to payroll department • Raise Purchase Order’s, log, file and receipt invoices • Order event day Medical, Fire and Crowd Safety Management requirements from internal and external parties • Assist with event day operation as required • Organise production of event day paperwork including staffing sheets, sign in sheets, briefing documents and pre event action plans • Send event paperwork (briefing documents, car park passes etc) to Medical and Crowd Safety Management staff as required • Provide administration support in the management of contractors • Organise event files for each event • Database event day logs • Order event day accreditation for external agencies, staff and visitors as required • To organise inductions, training and meetings as required • Liaise with London Ambulance Service and London Fire Emergency Planning Association and other external agencies as required • Any other duties as required within the scope of this role

Key Internal Relationships • Medical Team, Crowd Safety Team, Events, Payroll, HR, IT, Finance, Legal, FM, DNC

Key External Relationships • Contractors • Medical supply companies WHAT IS NEEDED TO CARRY OUT THE ROLE? Person Specification (Key Skills And Experience Required): Essential • Experienced in an office environment • 5 GCSE’s (or equivalent) at grade C or above. This must include Maths and English • Excellent telephone manner • Trustworthy and loyal • To be discreet and diligent with access to private and confidential information • Good degree of numeracy and literacy • To work as part of a team, assisting where appropriate • Confident, Punctual, Articulate • At ease working in a flexible environment • Committed to high standards • Diplomatic and assertive • Self motivated, use initiative • Work well under pressure and deliver to deadlines • Committed to high standards of accuracy • Be accountable and take ownership of areas of responsibility • IT literate including MS Word, Excel, Internet, Outlook and use of databases • Professionally presented • Production of documents including creating templates & databases • Creating spreadsheets • Prioritise workload • Multi-task • Good communication skills • Ensure Health and Safety standards are met and kept