Administrator

About The Company

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

About The Role

Days of Working: Monday - Friday 8am - 16pm

Role Purpose

The Security Office Administrator provides essential administrative and operational support to the Security Department. This role ensures the accurate management of security systems, records, and processes, while also supporting reception duties where required, contributing to the safe, secure, and efficient operation of the site.

Key Responsibilities Security Administration

• Maintain and update security databases, logs, and records.
• Administer access control systems, including issuing and revoking ID cards and permissions.
• Manage the allocation and tracking of keys, passes, and security equipment.
• Ensure all documentation is accurate, up to date, and compliant with site procedures.

Access Control & Compliance

• Process access requests for staff, visitors, and contractors in line with site policies.
• Verify authorisation and maintain audit trails for all access permissions.
• Conduct regular audits of access control systems and report discrepancies.
• Support compliance with security, data protection, and health & safety policies.

Incident & Reporting Support

• Maintain incident logs and assist in the preparation of reports.
• Provide administrative support for investigations as required.
• Compile daily, weekly, and monthly security reports for management review.

Reception Support

• Assist and support reception/front-of-house duties where required.
• Provide cover for reception during busy periods, absences, or emergencies.
• Welcome visitors and ensure sign-in procedures are followed.
• Handle basic enquiries and direct visitors appropriately.

General Administrative Duties

• Manage incoming and outgoing communications (emails and phone calls).
• Organise and maintain filing systems (electronic and paper-based).
• Support scheduling, meetings, and coordination of security activities.
• Liaise with internal departments and external contractors where required.
• Assist with audits, inspections, and compliance checks.

Skills and Experience Essential

• Strong administrative and organisational skills
• Excellent written and verbal communication skills
• Proficient in Microsoft Office (Word, Excel, Outlook)
• High level of accuracy and attention to detail
• Ability to handle confidential and sensitive information
• Ability to prioritise workload and meet deadlines

Desirable

• Previous experience in a security or facilities environment
• Knowledge of access control or security management systems
• Experience with reporting systems and data analysis
• First Aid qualification

Personal Attributes

• Professional, reliable, and trustworthy
• Highly organised and methodical
• Discreet and able to maintain confidentiality
• Proactive with strong problem solving skills
• Able to work independently and as part of a team
• Strong attention to detail and accuracy

Compliance Requirements

• Must comply with all company policies including Health & Safety, Data Protection, and Security Procedures
• Must be eligible to work in the UK and pass required background screening

Working Conditions

• Office-based role within the Security Department
• Regular use of computer systems and security software
• Occasional interaction with operational security staff and other departments
• May require flexibility during busy periods or incidents.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.