Facilities and IT Officer

2 weeks ago

Ipswich, United Kingdom Suffolk Refugee Support Full time

**Job Title: Facilities and IT Officer**

**Context and purpose of the job**

Suffolk Refugee Support aims to ensure that all asylum seekers and refugees in Suffolk are enabled to live integrated, fulfilled and contributing lives in their new communities. We provide a welcoming environment where clients can access help, advice, support and practical services in order to be healthy and safe and begin to rebuild their lives. We work with external agencies, community and voluntary sector organisations, health providers and others to enable our clients to access a range of support. We are based in Ipswich, but our services operate increasingly out on location with refugees and asylum seekers housed in accommodation across Suffolk.

This post is responsible for ensuring the services of SRS are able to run safely and smoothly with fully functioning IT, office space and resources as well as for providing IT training as needed for staff, volunteers and clients.

**Main Duties and Responsibilities**

**Facilities roles**
- Ensuring that the Health and Safety requirements are met for our buildings and activities, including maintenance and fixes, incident reporting responsibilities, risk assessments, regular safety check in line with legislation and annual Health and Safety reports.
- Liaising with Ipswich Borough Council where necessary in relation to maintenance of the buildings we lease from them.
- Negotiating and ensuring we have the required insurance for our buildings and activities.
- Leading on office improvements to reduce our environmental impact where possible.
- Ensuring a high standard of facilities management service to SRS. This includes space planning, and the provision of office equipment, utilities and furniture.
- Liaising and overseeing the performance of contractors and other suppliers who provide equipment and facilities on SRS’s premises.
- Leading on procurement processes, conducting due diligence, evaluating suppliers, negotiating deals and ensuring value for money.
- Setting up the necessary contracts for facilities, utilities and IT, ensuring that SRS meet any legal requirements and are in line with our policies.
- Working with the Finance Officer to monitor the Facilities and IT budgets.

**IT roles**
- To be responsible for IT planning and development. Working closely with our contracted IT support to improve, maintain and upgrade SRS’s IT systems as required by management and as identified in SRS’s IT improvement plans.
- To be responsible for the procurement of IT equipment and managing SRS’s IT asset register.
- To investigate and roll out improvements to our shared calendar capabilities working closely with the Reception and Admin Officer and the Volunteer Coordinator in order to meet the need for activity oversight and team safety.
- Working closely with providers to set up new users (including laptops, Microsoft 365 licences, VPN and Network access, antivirus software, backup systems and VoIP) and to ensure effective and consistent functioning of IT systems. Training will be provided.
- Setting up new starter IT and providing them with instructions and one-to-one IT training as requested by the HR and Training Officer. Providing ongoing support to staff if required to ensure that they are using the IT systems effectively.
- Working closely with the managers and staff to address their clients IT requirements including researching donated/reconditioned IT.
- Providing IT support to clients, as requested by the advice work teams, to enable their access to training and job opportunities. Providing support to SRS teams in setting up internet and other IT provision for clients.
- Taking responsibility for IT business continuity arrangements.
- Being the point of contact for IT enquiries from our funders or partners.
- Working closely with the Management team and HR and Training Officer to ensure GDPR compliance across our IT systems.

**Essential criteria, skills and knowledge**
- Experience of negotiating supplier contracts, ordering goods and maintaining accurate records
- Knowledge of Health and Safety regulations and procedures within small offices
- Broad knowledge of a wide range of technologies including a solid understanding of IT networking set ups in small offices, including Microsoft 365 and Cloud systems
- Experience of training or mentoring people including those with limited IT skills and/or limited English
- Ability to take the initiative to improve the office environment and work systems
- Excellent communication skills and experience of working with a wide range of stakeholders
- Excellent organisational skills and attention to detail
- Experience of prioritising own workload, working unsupervised and dealing with time critical issues

**Job Type**: Part-time
Part-time hours: 14 per week

**Salary**: From £10,996.00 per year

**Benefits**:

- Company pension

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Ipswich, Suffolk: reliably commute or plan

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