Office Support Co-ordinator

4 weeks ago

Cambridge, United Kingdom Alzheimer's Research UK Full time

**Posted**:04/05/2023 09:51**Salary**:Circa £16,800 pro-rata salary per annum (£28,000 F**Location**:Agile**Level**:Officer**Deadline**:14/05/2023 23:59**Hours**:21.00**Benefits**:Competitive**Job Type**:Fixed TermOperations, Risk & Compliance is part of the Corporate Services team and delivers a comprehensive and high-quality support service across the charity. The Office Support Co-ordinator is a new role that will support the smooth operation of our team. The post holder will consistently deliver a high-quality service for our colleagues, supporters, and members of the public. The role will also provide occasional support to teams across Corporate Services, such as Finance, IT and HR.

The role will ensure that our premises and operational support services meet the needs of our employees, enabling them to function effectively on a day-to-day basis and provide a safe, efficient and comfortable working environment.

The post holder will be working in an evolving environment and will therefore be expected to undertake other appropriate duties as required for the effective operation of Alzheimer’s Research UK (ARUK).

This is a 0.6 FTE role and due to the nature of this role, we would require someone to be in our Granta Park office, near Cambridge, three days per week, with ad hoc homeworking.

This is a 12-month Fixed Term Contract.

**Main duties and responsibilities of the role**:
You will support the team to:

- Provide a robust office space, ensuring the maintenance and housekeeping of the office.
- Provide effective stores management - ensuring we have a safe, organised storage process.
- Support the Head of Operations, Risk & Compliance in a range of administrative tasks and any other relevant duties and projects in line with the responsibilities of the post.
- Provide cover for the Reception & Facilities Coordinator and ensure there is adequate Reception cover in place at all times e.g. to cover periods of absence such as sickness or holiday
- Ensure all visitors are welcomed in a professional, courteous and timely manner.
- Ensure details are recorded in the visitors’ log and issuing security passes for employees/visitors, informing Granta Park Security of ARUK visitors.
- Ensure general calls are answered promptly, forwarded correctly, or screened as appropriate.
- Act as the first point of contact for couriers, deliveries, and collections.
- Manage the postal area; opening and distributing general post and preparing the daily collection.
- Monitor stationery stocks, order business cards, office supplies and ensuring stationery stock cupboard is kept in order.
- Monitor kitchen provisions and order supplies including newspapers, fruit etc as required.
- Manage the desk and meeting room booking system, Robin, and meeting room bookings.
- Preparation of office management reports on a timely basis to ensure effective utilisation of office.
- Manage door entry system and programming key entry cards.
- Keep employee vehicle details up to date on the ANPR system. Advising employees on parking procedures and assisting Granta Park with this.
- Book catering requirements for meetings/employee gatherings and lay out lunches or refreshments as required.
- Arrange taxis for visitors and making contact details available for employees to arrange their own.
- Carry out checks at the end of each working day to ensure colleagues are reminded to close windows, turn off air conditioning and clear meeting rooms.
- Contact a first aider and/or liaising with security and employees in emergencies.
- Responsible for keeping the reception area, kitchen and meeting rooms tidy and professional.
- Basic understanding of IT equipment required in meeting rooms.
- Responsible for updating relevant information on the Intranet which is generated by ARUK and Granta Park.
- Ensure the smooth operation of our equipment and services.
- Organise cleaners and window cleaners.
- Ensure the office fabric and equipment is maintained and in a good state of repair.
- Act as the point of contact for general office and storerooms, ensuring these are kept in a safe and tidy state.
- Ensure daily Fire Warden and First Aid coverage.

**What we are looking for**:

- Effective office management experience.
- Ability to make sound judgment calls autonomously when required.
- Demonstrates proficient organisational and administrative experience.
- Ability to prioritise and coordinate workload independently.
- Effective problem-solving skills and ability to exercise good judgment/initiative in a variety of situations.
- Ability to maintain discretion and confidentiality.
- Ability to stay focused in a pressured environment.
- Demonstrates attention to detail.
- Ability to work independently and within a team.
- Time management and ability to meet deadlines.
- Proactive with an ability to recognise and address any potential issues.
- Administrative and IT skills; Outlook Word, Excel, and PowerPoint.
- Good verbal and written communication skills -

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