Facilities Assistant

3 weeks ago

Lawrence Hill, United Kingdom Northstar Future Group Full time

Join our clients Facilities Management Team who provide a high quality support service in terms of front of house and back office functions that support the operation and governance aspects of the client's Property portfolio. The role reports to the Facilities Manager or Facilities Coordinator.

The client is an a not-for-profit organisation for digital services and solutions. They operate shared digital infrastructure and services; negotiate sector-wide deals with IT vendors and commercial publishers; and provide trusted advice and practical assistance for UK higher education and learning providers.

**The role**:
You will be responsible for front of house and back office support. Front of House to include providing reception duties and facilities and administrative support for staff and visitors, to include taxi bookings, travel support, stationery requests, post and deliveries, facilities tasks and meeting room support.

A key element will be to maintain a reception service for all visitors and meetings, ensuring meeting rooms and offices used for meetings are laid out according to meeting requests and are fit for purpose at all times.

You will be required to move furniture and lift and carry chairs for the majority of meetings. Another crucial aspect will be to maintain reception and communal staff areas are fit for purpose at all times, complying and contributing to the Health, Safety and Welfare of, as well as dealing with queries from, staff and visitors, catering for their needs and requirements.

Part of the role has a finance aspect submission and approval of purchase requisitions by budget holders, expense claims and process invoices.

Responsibilities will be expected to be developed and finalised over time and will include but will not be restricted to:

- To support the Manager in the management of the client's estates and offices and deliver agreed implementation activities as assigned by the Manager
- To fully contribute to the implementation of the Facilities infrastructure and systems, delivering key tasks as assigned by the Manager, in collaboration with colleagues as necessary
- To assist the Manager in the operation of contracts across offices, including photocopier, utilities, recycling/confidential waste, telephone services (including mobile telephony) cleaning and take lead in contracts
- A willingness to travel to other offices when necessary
- To fully contribute to the delivery of a safe and positive working environment in the offices, carrying out all related inspections and completing and complying with the company H&S policy and Workplace Law, including all associated reports and auditing.
- Support the delivery of the full range of office facilities services required to operate effectively, making all new starters aware of alarms and security, to include inductions, associated paperwork and online updates
- To maintain the Office Administration handbook and ensure compliance with office procedures
- To administer the fire evacuation procedures
- To maintain a full supply of office commodities, ensuring value for money is delivered when purchasing items and services
- To support office refurbishment, maintenance, and expansion projects, liaising with staff and external contractors in support of the Manager
- To problem solve, and be calm under pressure
- Be confident with working independently and perform tasks with mínimal supervision once trained
- To ensure that communal areas and the meeting room suites are laid out as required, taking instruction from the Manager to ensure they remain fit for purpose and in a fully prepared state
- To provide a reception service in the office, ensuring that visitors are greeted promptly and courteously; liaising with colleagues to maintain an awareness of plans for external visitor arrivals for meetings in order to provide a professional and smooth welcome to the organisation, ensuring needs are met and exceeded
- To support the delivery of staff travel, processing them efficiently and effectively with a view to obtaining best value for the company.
- To act as first point of contact for new starters including induction, access control, and health and safety
- To provide support for the preparation, submission and approval of purchase requisitions by budget holders and process invoices
- To deal with all incoming and outgoing post, ensuring its delivery to the appropriate recipients or its despatch to its intended recipient in a timely manner
- To provide cover for the Manager as required on all areas of the service group
- To cover for colleagues in the Leadership Team Support Office as necessary.
- To carry out all Health and Safety related duties in accordance with Company Policy and Workplace Law as instructed. Undertake training as appropriate and assist with H&S audits, inspection and assessments.

Location : Bristol - Office based

Job Type : Full-time Temporary contract - 4 months

Salary : Upto £26k per annum pro rata

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