Security Assistant

SUMMARY:
The Security Assistant is responsible for providing operational and administrative support to the Group Facilities & Security Manager in the effective coordination and monitoring of security operations across allocated sites.

POSITION INFO:

KEY RESPONSIBILITIES

1.           Security Site Checks and Inspections

• Conduct scheduled and unannounced security site checks as instructed by the Group Facilities & Security Manager.
• Verify that Security Officers are present at their allocated posts and appropriately deployed.
• Check that Security Officers are correctly dressed, presentable and equipped as required.
• Confirm that site instructions, post procedures and company requirements are being followed.
• Inspect occurrence books, registers, access-control records and other required site documentation.
• Identify absenteeism, late-coming, early departures, unattended posts or other staffing irregularities.
• Report security, staffing, facility or operational concerns to the Group Facilities & Security Manager.
• Complete site inspection reports and maintain appropriate supporting records.
• Follow up on identified concerns or corrective actions when instructed.

 2.           Attendance, Clocking and Deployment Monitoring

• Monitor and verify employee clocking’s across allocated security sites.
• Conduct morning and evening clocking checks to confirm that employees have reported for duty and shifts have been appropriately handed over.
• Identify missing, incorrect or irregular clocking’s and follow up with the relevant employee, supervisor or site.
• Compare clocking information against duty rosters and actual site deployment.
• Assist with verifying absenteeism, leave, overtime, shift changes and other attendance-related information.
• Escalate unexplained attendance discrepancies to the Group Facilities & Security Manager and/or HR as appropriate.
• Maintain accurate records of attendance discrepancies and corrections.

 3.           Payroll Verification and Support

• Assist with the verification of security payroll information before submission for payroll processing.
• Cross-check duty rosters, clocking records, attendance information, overtime and other relevant supporting documentation.
• Identify discrepancies between hours worked, rostered hours and information submitted for payroll.
• Follow up on missing or incomplete payroll information with the relevant supervisors or responsible employees.
• Assist with ensuring that approved payroll information is submitted accurately and within required deadlines.
• Maintain confidentiality when handling employee remuneration, attendance and personal information.
• Liaise with HR/Payroll regarding identified discrepancies when required.

 4.           Security Administration

• Provide day-to-day administrative support to the Group Facilities & Security Manager.
• Prepare, update and maintain security records, reports, registers, rosters and related documentation.
• Assist with filing and maintaining employee and site-related security documentation.
• Assist with preparing correspondence, reports and supporting documentation.
• Maintain records of incidents, inspections, corrective actions and operational matters.
• Assist with gathering information required for investigations, disciplinary matters or operational reviews.
• Ensure security documentation is appropriately filed and readily available when required.

 5.           Operational Support

• Assist the Group Facilities & Security Manager with the daily coordination of security operations.
• Follow up with Security Officers, supervisors and sites regarding operational instructions.
• Assist with communicating roster changes, deployment instructions and other operational information.
• Assist with arranging replacement personnel where shortages or absenteeism are identified, as instructed.
• Support the coordination of security personnel during events, emergencies or increased operational requirements.
• Assist with checking security equipment, uniforms, radios, access-control equipment and other operational resources where required.
• Report damaged, missing or non-functional equipment promptly.

 6.           Incident and Compliance Support

• Immediately report serious incidents, security breaches, suspicious activities or non-compliance to the Group Facilities & Security Manager.
• Assist with gathering preliminary information relating to incidents when instructed.
• Ensure relevant incident reports, statements, photographs or supporting documentation are obtained and submitted where applicable.
• Assist with following up on outstanding incident documentation.
• Maintain confidentiality regarding investigations and sensitive security matters.
• Support compliance with company security procedures, site instructions and applicable health and safety requirements.

 7.           Ad Hoc Assistance

• Provide reasonable ad hoc administrative and operational assistance to the Group Facilities & Security Manager.
• Assist with security-related projects, audits, inspections, investigations and operational exercises.
• Travel between company and sites when required.
• Assist with facilities-related inspections and follow-ups were requested by the Group Facilities & Security Manager.
• Provide support during periods of increased operational activity, employee shortages or emergencies.
• Perform other reasonable duties related to security, facilities and operational requirements as assigned by management.