Operations Co-ordinator, Somerset House

2 weeks ago

London, United Kingdom WWF Full time

**Job details**:
**Job reference**

REQ000736

**Date posted**

14/03/2024

**Application closing date**

20/03/2024

**Location**

London

**Salary**

£29,591

**Package**

Full-time office-based at Somerset House

**Contractual hours**

37.5

**Basis**

Full time

**Job category/type**

Operations Directorate

**Operations Co-ordinator, Somerset House (FTC)**:
**Job description**

**MAIN PURPOSE AND SCOPE OF THE JOB**

The WWF Somerset House Operations Co-ordinator will be responsible for the smooth running of the office. The post holder will also provide the Health and Safety cover (Fire Warden and First Aid) and deal with facilities matters in addition to providing some administrative support services, such as raising purchase orders.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Office co-ordination responsibilities;
- Manage the office facilities to a high standard ensuring that guests and staff alike

have a great visitor and user experience
- Act as main point of contact for all staff with queries on utilising the facilities
- Follow and develop processes to enable the smooth running of desk and room

bookings
- Liaise with the ICT and Facilities Helpdesks for servicing and maintenance logging,

and where appropriate follow their guidance to trouble-shoot and fix IT issues on
- site
- Set-up and troubleshoot video conference system for the high percentage of virtual

meeting participants
- Handle the allocation of staff and visitor passes through liaison with the landlord’s

security team and through notifying security and reception of visitors
- Manage the visitor locker facility, office security and key-holding and ensure effective

processes followed for opening and locking up
- Provide refreshments and catering support including all set-up and clear down
- Maintain the office facilities information and processes on the WWF’s intranet,

Arena
- Collate and maintain occupancy records and report relevant timely data
- Assist with arranging other Somerset House bookable meeting facilities and events as required
- Order and maintain consumables and office supplies, ensuring machinery is in working order
- Hold a WWF Credit card for approved office purchases
- Daily tasks such as collecting post and deliveries from the post room
- Managing the consumable supplies
- Raise purchase orders and manage the process for WWF UK Facilities team and any

Somerset House invoices.
Health & Safety responsibilities;
- Responsible for the on-site Health and Safety in the WWF rooms, reporting issues and providing updates to the Head of Facilities
- Ensure that the premises and equipment are fit for purpose, well maintained, clean and safe
- Liaise with the landlord representatives regarding facilities related matters
- Ensure staff complete obligatory Somerset House Health and Safety induction
- Ensure staff are aware of emergency procedures
- On-site trained First Aider
- On-site Fire Warden
- Attend (virtually or physically) quarterly WWF Health & Safety meetings
- Maintain the first aid kit, manual and Accident Book and follow notification procedures
- Follow an environmentally aware approach reporting any concerns to line manager
PERSON SPECIFICATION
EXPERIENCE, QUALIFICATIONS & KNOWLEDGE
- Demonstrable track record of operating in an office co-ordination, front of house,

and/or facilities role
- Experience in Health and Safety matters and legislation
- Solid administration experience
DESIRABLE (Training will be provided to the post-holder if required)
- Qualified First Aider
- Qualified Fire Warden
- Health and Safety training such as Office Safety
- Experience of supporting video-conference based meetings
SKILLS AND COMPETENCIES
- High degree of personal resilience and ability to keep a calm demeanour
- Able to work independently, with good organisation and time management skills with

proven experience of working under own initiative
- Diplomatic with experience of handling confidential information
- Good personal presentation as the first point of contact with WWF visitors and in

building; and ability to build trusted working relationships at distance and in person
with colleagues across the UK locations
- Good written, verbal and communication skills with attention to detail
- Good IT and technical literacy, including experience of managing teleconference and
presentations, intranet and financial systems software
WWF-UK’S VALUES
WWF-UK’s values are: ‘Courage’, ‘Integrity’, ‘Respect’, and ‘Collaboration’. These values should be embedded in your work and behaviour, and any associated policies and processes adopted consistently.

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