Assistant Security Manager

Hollybank Trustees Ltd; City of Westminster; On-site; GBP 36,000 - 42,000; Full time

Benefits offered by this job

CPD - Bespoke Training

Cycle to Work Scheme

Laundry service for tailored uniform

Social events and activities

Employee mental health assistance

Job summary

Hollybank Trustees Ltd in Mayfair, London, is seeking an experienced Assistant Security Manager to support the Estate Security Manager with workforce administration and security operations. The role focuses on scheduling, Timegate management, attendance monitoring and HR administration within a prestigious site.

You will coordinate documentation, maintain confidentiality, and act as the administrative link between security, HR, and operations.

Qualifications

• Strong administrative and organisational skills.
• Excellent time management and precision in records.
• Experience with security operations support is advantageous.

Responsibilities

• Create, maintain and update security staff rotas using Timegate.
• Manage shift allocation, rotations, cover requirements and vacancies.
• Monitor attendance and ensure accurate Timegate records.
• Support HR administration and employee relations documentation.
• Coordinate uniform distribution and equipment management.
• Provide administrative support to Security Managers and HR as needed.
• Maintain confidentiality and handle sensitive information.

Skills

Timegate scheduling

Staff scheduling

Administrative skills

HR documentation

Attention to detail

Tools

Timegate system

Microsoft Office

HR systems

Job description

Location: On site / Mayfair, London, UK
job type: Permanent / Full-time
Sector and subsector: Security | General
HourlyFixed salary:£ 17.18

We are seeking an experienced Assistant Security Manager with extensive industry knowledge and a strong leadership presence to join our team at a prestigious flagship location in the heart of Mayfair, Central London.

The Assistant Security Manager provides dedicated administrative, workforce management and operational support to the Estate Security Manager and wider Duty Management Team.

The role is responsible for the accurate and effective administration of workforce scheduling, Timegate management, attendance monitoring, employee relations documentation, uniform management, compliance records and general security administration.

The position acts as a central administrative link between the Security Manager, Duty Shift Managers, Security Team, HR, Operations and other relevant stakeholders, ensuring that workforce information, documentation and administrative processes are maintained accurately, consistently and confidentially.

The role is primarily administrative and coordination-focused and supports the effective delivery of the security operation through accurate systems management, timely administration and proactive follow-up.

The hours for this role is Tuesday to Saturday 08:00-18:00.

Key Responsibilities

1. Workforce Scheduling and Timegate Administration

• Create, maintain and update security staff rotas using the Timegate system.
• Manage shift allocation, rotations, cover requirements and vacancies.
• Make daily and weekly scheduling adjustments in response to operational requirements.
• Monitor and administer shift swaps, ADHOC and other staffing adjustments.
• Maintain accurate and current staffing levels within Timegate.
• Ensure workforce scheduling is applied consistently and fairly.
• Identify potential staffing gaps and elevate issues to the Estate Security Manager.
• Maintain accurate records of planned and actual staffing levels.
• Attend and respond to emergency situations such as lock down and evacuations
• Assist in locker, delivery, visitor/contractor operational needs and supporting departments when needed

2. Attendance and Shift Monitoring

• Monitor staff attendance, including late arrivals, non-attendance, early departures and other attendance issues.
• Monitor book-on and book-off records within Timegate.
• Identify attendance discrepancies and bring them to the attention of the relevant Duty Manager or Security Manager.
• Assist with arranging immediate operational cover for unplanned absences.
• Maintain appropriate records of attendance and staffing issues.
• Support the Security Manager with workforce attendance monitoring and reporting.
• Assist with identifying recurring attendance or scheduling issues.

3. Employee Relations and HR Administration

• Provide administrative support for employee relations matters.
• Assist with the preparation and administration of Performance Improvement Plans (PIPs).
• Prepare and issue Letters of Concern and other authorised employee documentation.
• Coordinate the administration of disciplinary investigations and hearings.
• Schedule formal HR and employee meetings, such as investigations/disciplinaries, probations and reviews.
• Maintain accurate and confidential employee relations records.
• Track agreed actions, review dates and required follow-up.
• Ensure relevant documentation is completed and retained appropriately.
• Liaise with HR as directed by the Estate Security Manager.
• Maintain confidentiality when dealing with sensitive employee information.

4. Uniform and Appearance Management

• Manage the ordering, issuing and distribution of security uniforms.
• Maintain accurate uniform stock and issue records.
• Monitor uniform requirements across the security team.
• Coordinate replacement of damaged, worn or non-compliant uniform items.
• Monitor compliance with company uniform and appearance standards.
• Record and elevate persistent uniform or presentation issues.
• Coordinate the return of uniform and equipment when required.

5. Support to Duty Shift Managers

• Provide administrative support to Duty Shift Managers and the Estate Security Manager where needed or directed.
• Assist with the preparation and maintenance of shift documentation.
• Support the completion of handover records, reports and operational documentation.
• Assist Duty Shift Managers with workforce and staffing administration.
• Provide a central administrative point for routine workforce queries.
• Promote consistency in documentation and reporting standards across shifts.
• Support the Duty Management Team with administrative follow-up and record keeping such as Helpdesk and outstanding items highlighted by the Estate Security Manager.

6. Security Administration and Compliance

• Maintain security records, databases and electronic systems.
• Assist with incident reporting and associated data entry.
• Maintain training and competency records.
• Track mandatory training and compliance requirements.
• Assist with audit preparation and documentation.
• Maintain appropriate document control and filing systems.
• Collate operational, workforce and performance information for management reporting.
• Assist with procurement, invoicing and contractor administration where required.
• Ensure administrative records are accurate, current and readily accessible.

7. Reporting and Management Information

• Collate workforce and operational data for the Security Manager.
• Prepare routine staffing, attendance and compliance reports.
• Monitor outstanding administrative actions and deadlines.
• Highlight discrepancies, trends or areas requiring management attention.
• Maintain accurate management information to support operational decision-making.
• Assist with the preparation of reports, presentations and operational reviews.

8. Communication and Coordination

• Act as an administrative link between the Estate Security Manager, Duty Management Team, Security Officers, HR and Operations.
• Ensure relevant information is communicated accurately and in a timely manner.
• Respond to routine administrative queries and elevate matters requiring management intervention.
• Maintain professional and confidential communication when dealing with employee matters.
• Support effective information flow across the security operation.

Key Working Relationships

The role will work closely with:

• Estate Security Manager
• Duty Shift Managers
• Security Officers
• HR / Employee Relations (when required)
• Operations Management (when required)
• Contract Management (when required)
• Payroll and Finance, where appropriate
• Relevant customer and stakeholder representatives

Systems and Administration

The role will require regular use of:

• Timegate workforce management system
• Microsoft Office and associated systems
• Company HR and compliance systems
• Security reporting systems
• Electronic filing and document management systems
• Other security, workforce and administrative systems as required

Confidentiality

The post holder will have access to confidential workforce, employee relations, attendance and operational information.

The post holder must maintain strict confidentiality at all times and ensure that sensitive information is handled, stored and communicated in accordance with company procedures and applicable data protection requirements.

Key Skills and Competencies

The successful candidate will demonstrate:

• Strong administrative and organisational skills.
• High attention to detail and accuracy.
• Good working knowledge of Timegate scheduling and administration.
• Confidence using computerised systems, particularly Timegate or similar workforce management systems.
• Ability to manage competing priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to maintain accurate records and documentation.
• Ability to handle confidential and sensitive information appropriately.
• Good understanding of workplace procedures and compliance requirements.
• Ability to work independently while supporting a wider management team.
• Strong problem-solving and follow-up skills.
• Professional and consistent approach to employee and workforce administration.

Personal Attributes

The post holder should be:

• Organised and methodical.
• Reliable and proactive.
• Discreet and trustworthy.
• Professional in approach.
• Accurate and detail-focused.
• Able to remain calm when managing competing demands.
• Confident communicating with employees and management.
• Able to identify issues and elevate them appropriately.
• Comfortable working within a busy operational environment.

Key Performance Areas

Performance in the role will be assessed against:

• Accuracy and effectiveness of Timegate scheduling.
• Maintenance of accurate records.
• Timely administration of employee relations documentation.
• Effective monitoring of attendance and staffing.
• Accurate uniform and stock administration.
• Completion of compliance and training records.
• Quality and timeliness of management information.
• Effective support provided to the Duty Management Team.
• Maintenance of confidentiality and data accuracy.
• Timely completion and follow-up of administrative actions.

What We Offer

• A highly competitive salary within the corporate sector
• CPD- Bespoke Training, Learning & Development opportunities
• Licence Upskill- where applicable
• Laundry service for tailored uniform
• Cycle to Work Scheme
• Social events and activities
• Employee mental health assistance helpline
• Recognition schemes including our employee of the month programme
• Employee HSF Scheme