MAIN PURPOSE AND SCOPE OF THE JOB

This role forms part of a bigger team nationally, however you will be the only member of the Facilities team based here.  You will be responsible for all facilities related matters, for booking and setting up meeting rooms, assigning lockers, reporting of environmental impacts and providing ad hoc administrative support amongst other tasks.

There might be times when there are not many others in the office so you must be able and happy to work independently with little support.

• Paying £14.42 per hour which equates to just over 28K per annum
• Hours are 8am-5pm Monday – Friday
• This is a full-time role based in a new, central London office, within the amazing multi tenanted, multi-functional, world famous Somerset House, a Grade 1 listed building. 

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Carrying out Health and Safety inductions, fire training and building tours and be the premises First Aider
• Liaison with the landlord regarding Facilities related matters
• Liaison with the landlord’s security team for the issue of security passes and keys
• Management of our safety and security through allocating visitor passes.  Overseeing the bookings of meeting rooms and desk space, setting the meeting room up, refreshments, ICT, issuing locker keys etc
• Reporting of any environmental impacts
• Ensuring the office cleaning is satisfactory
• Liaison with neighbouring tenants
• Booking taxis and couriers
• Ad hoc support to the Finance Director and Head of Facilities and Environmental Management
• Managing the office or H & S equipment – logging calls with the UK Helpdesk, liaison with IT re servicing and maintenance, changing printer toners, paper supplies
• Ordering and maintaining consumables and office supplies – water, paper, flip charts etc
• Manage our safety and security (issue passes, notify security of visitors & arrange visitor passes, manage keys)
• Attend the quarterly H&S meetings
• Follow notification procedures for any near misses or incidents
• collating and maintaining occupancy records and reporting data monthly to the FD
• Maintaining H&S records and reporting
• Set up locker management system and key control
• setting up systems with the SH security team to adapt systems to suit us – (visitor passes for non pass holders etc)
• assist with meeting room bookings of SH’s other rooms when required
• provide catering support for meetings, clean up between meetings and at the end of the day
• provides meeting support (e.g. the trustees meeting), hosting and escorting visitors, meet & greet
• Credit card holder for office purchases
• Provide wider administrative support to the Operations Department, including but not limited to, raising purchase orders, preparing minutes and presentations as requested
• Deputising for other support officers and the CEO office team members, as required

EXPERIENCE, QUALIFICATIONS & KNOWLEDGE

• First Aid and Fire Warden trained
• Office management experience including sound administrative skills

SKILLS AND COMPETENCIES

• Independent and self-motivated, confident approach to work
• Proactive and good multi tasker who enjoys a varied role
• Sound communication skills, both written and verbal, able to communicate effectively with all levels of employees
• Excellent organisational skills and able to follow procedures effectively
• Excellent administrative skills and computer literate in particular in Microsoft office packages
• Excellent personal presentation and “can do” approach as the first point of contact with visitors and their guests (who may be “high profile)