Facilities Coordinator

4 months ago

Exeter, United Kingdom Health Innovation South West Full time

**PLEASE DO NOT APPLY THROUGH INDEED - APPLY THROUGH OUR WEBSITE**:
The Overview

Our award-winning workspace was designed to encourage interaction, inspire creative thinking, and foster collaboration and innovation in health and care. We are now the event and meeting venue of choice for several health and care organisations across our region, and our reputation as an effective, well-managed events space is spreading, creating new opportunities for us each day.

We are seeking a part-time Facilities Coordinator to support our busy events and facilities team at Health Innovation South West to help enhance the experience for both our internal and external customers.

**Working in collaboration with regional partners and Health Innovation Networks across England, our work transforms lives through innovation.**

All our work is grounded in the context of our region - supporting our partners to identify and spread innovation that tackles the shared challenges we face improving health across a complex mix of rural, coastal and urban communities.

The challenges facing the NHS will not be addressed by doing more of the same. They will only be met by widespread adoption of innovation including digital and diagnostic technology, and data to transform clinical pathways and empower patients.

In this, our eleventh year of operation, we are launching ambitious plans to address the key problems facing people across our peninsula.

This coincides with the relicensing of Health Innovation Networks for a further five years by NHS England. Never has it been a more important time for innovation in health and care.

We believe that we have a unique offer for someone who is passionate about driving the uptake of health innovation and economic growth, enabling patients to benefit from earlier diagnosis, more effective treatments, and faster recovery.

We have an ambitious board, a chief executive with a clear vision, and a team that is highly committed to putting the South West on the map in rural and coastal health. And we are based in a really great place to live and work.

If you would like to join our impact-led, improvement-focused and collaborative organisation, we would love to hear from you.

**Role profile**:
You will provide high quality support and assistance to the Office Manager and other team members to ensure that our meeting facilities and office space are well-maintained, safe and meet the needs of our employees and visitors.

You will support the events team by assisting with registration of delegates, setting up of meeting spaces and supporting during breaks.

You will also be responsible for maintaining the necessary standard of stocks/stores and communal spaces through the day.

Your usual starting time will be 7.30am each working day, with the possibility of lone working at times.

**Key success factors**
- Ability to work as an integral part of a small, but busy team, offering support to others if needed.
- A strong and demonstrable customer service ethic for both internal and external customers.
- Strong attention to detail, with the ability to convey messages clearly and succinctly.
- Ability to prioritise workload and issues of importance and take appropriate action to ensure tight deadlines are met.

**Responsibilities**
- Assist the Office Manager in ensuring that the office and meeting facilities are well-maintained and safe.
- Perform regular inspections of office spaces to identify maintenance needs and coordinate repairs.
- Set up meeting spaces according to requirements, including arranging furniture and equipment.
- Ensure meeting rooms are clean, organised, and equipped with necessary supplies.
- Provide support during meetings and events, addressing any issues that arise promptly.
- Assist the events team with delegate registration and check-in processes.
- Help with the logístical setup for events, including arranging seating, audio-visual equipment, and materials.
- Support events during breaks by managing refreshments and addressing attendee needs.
- Maintain an adequate inventory of office supplies and meeting room essentials.
- Organise and manage storage areas to keep them tidy and accessible.
- Ensure communal spaces (e.g., kitchen, lounge areas) are clean, well-stocked, and welcoming.
- Address any issues in communal spaces promptly, such as spillages or equipment malfunctions.
- Assist with various administrative tasks, such as filing, photocopying, and data entry.
- Respond to employee requests and enquiries related to office facilities and supplies.
- Act as a point of contact for facility-related issues and escalate them to the Office Manager if necessary.
- Fire marshal & First Aid duties
- PAT testing

**Person specification**:
Experience we are looking for
- Previous experience in facilities preferred but not essential
- Strong attention to detail and organisational skills
- Physical stamina and ability to perform manual tasks such as lifting and bending to assist with the set

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