Facilities Assistant

2 weeks ago

London, United Kingdom ELEXON Full time

A Facilities Assistant provides support for the delivery of Facilities Management activities at Elexon. The job holder will be a key source of knowledge on office services for Elexon staff and external visitors. The job holder will help maintain an efficient, effective and safe working environment.
The role assists the Facilities team in delivering the FM and Reception service. Working closely with the Receptionist in providing meeting room and catering support.
This role is positioned within the Facilities Team, reporting to the Head of Facilities. The facilities team forms part of the People Department.

Function
- To facilitate meeting room bookings for both internal and external stakeholders. This includes but is not limited to; preparing, ordering, delivering and collecting catering, preparing audio visual equipment (AVE) and furniture set ups and providing first line support in the event of any issues with the equipment.
- To provide a range of document services which includes but is not limited to; sorting, delivering, and collecting post and deliveries, archiving documents and providing first line support on print equipment. Fault fixing on copier and printer devices and replacing toner cartridges.
- To co-ordinate office replenishment services, such as stationery, vending stocks and other office consumables and equipment.
- To attend both monthly Team meetings and Departmental meetings.
- To carry out visual checks of the office and equipment for H&S and maintenance reasons.
- To assist the Facilities Co-ordinator with the planning and running of events. Managing the AVE requirements, catering and furniture layouts.
- To assist the Facilities team with ad hoc requests.
- To provide cover for the Receptionist. Providing a professional and efficient reception service, operating the main switchboard. To be the first point of contact for external customers, providing a meet and greet service, answering and directing customer enquiries.

Personal Responsibilities
- Customer service
- Have a professional and positive approach when dealing with internal customers and external customers from industry.
- Be engaging and develop strong working relationships with teams from across the company.
- Process
- Work in accordance with procedures and contribute to any review of them when required.
- Understand and advise employees and visitors on Facilities Policies - H&S, Environmental, DSE and Security.
- Work to agreed SLAs with stakeholders and deliver the services cost effectively.

Technical Responsibilities
- Experience and/or knowledge of audio visual equipment (AVE) would be advantageous.
- Use an automated Helpdesk system (Hornbill) to manage reactive and planned facilities requests.
- Book rooms and services using Smartway2 room booking system.

Key measurements
- Performance review, service SLAs, and team and department KPIs.
- Customer feedback and level of customer engagement.
- Appropriate guidance has been provided.
- Communication with team and customers.

Skills and attributes required
- Acquire general knowledge of the roles of all departments in Elexon to answer and advise on general customer enquiries.
- Become familiar with Facilities policies and communicate these effectively to different audiences.
- Be flexible about your working day. Prioritise daily and weekly tasks according to business need.
- Be well organised, meet deadlines and anticipate busy work periods.
- Set realistic deadlines and meet customer expectations.
- Analyse day to day service delivery and identify improvements and cost savings.
- Be proactive in anticipating customer needs.
- Communicate reactive jobs well to service contractors.
- Be able to work well in a team on tasks, and use initiative and knowledge when working on your own.
- Exceptional attention to detail.
- Be well motivated and willing to learn on the job.
- Comfortable with ambiguity and changing priorities and demand.
- Able to demonstrate a real can-do attitude.
- Flexible and adaptable in a changing environment.
- There will be times when this role needs to be in early or stay late particularly when supporting events.
- Able to demonstrate good written communication skills.
- Able to demonstrate proficiency in English, both verbal and written.

In return, Elexon provides:

- £25,000
- 25 days annual holiday + Bank Holidays
- Discretionary annual bonus scheme
- Life assurance
- Pension
- Private medical (Bupa)
- Private dental (Cigna)

At Elexon, our employee wellbeing is particularly important to us, which is why we are proud to provide:

- Hybrid working available
- BUPA health check
- Employee Assistance Programme
- Eye care voucher scheme
- Subsidised gym membership
- Cycle to Work Scheme
- Buying & selling holiday scheme
- Computing scheme
- CSR days
- Season ticket loan

We believe a diverse and inclusive culture allows innovation and creativity to flourish. We are committed to continuously improving our culture for our colleagues and stakeholders.

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