Facilities & Operations Administrator

Job Role - Facilities & Operations Administrator
Salary - £19,200 per annum
Hours 28 hours per week
Location
- Cardiff
Fixed term 12 months
Job role:

- The post-holder will support the Facilities Managers for all property and health and safety matters.
- They will manage routine and minor projects and activities as well as playing a crucial part in maintaining key documents and ensuring that we remain compliant as instructed by the Facilities management team.
- They will deliver a responsive and flexible administration function for staff, volunteers, service users and external stakeholders.
- They will also work with the Systems and Admin Manager to ensure an efficient business administration function within the Nation.

**Responsibilities**:

- Responsible for a safe and customer focused process for all visitors/ contractors/ volunteers to sites.
- First point of contact for external enquiries - these may be face
- Assist with timely and accurate processing of correspondence to the nation, including shared mailboxes, post and social media responses.
- Respond to facilities enquiries for nation. Undertake ad hoc tasks and projects as identified by the Facilities management team. Represent the Facilities team at meetings,
- providing appropriate input and a clear understanding of how the Facilities team supports the wider organisation.
- Ensure staff are aware of, and routinely reminded of, security systems in place; including opening up/locking up the office, setting/disabling intruder alarms. Issue appropriate keys, fobs or access cards for new starters.
- Develop, embed and manage all health and safety compliance matters; including employee inductions, fire and first aid procedures, appropriate risk assessments, portable appliance testing and gas safety.
- Responsible for the timely archiving of documents in line with legislative and organisational requirements, including maintaining confidentiality of sensitive materials, and compliance with retention requirements.
- Ensure maintenance schedules of equipment such as the franking machine and photocopiers are kept up to date. Order and store appropriate stocks of stationery and general office supplies, including supplies for homeworkers. Responsible for monitoring suppliesand cleanliness in the kitchen, and for on-site waste management including recycling.
- Be a first point of contact for existing and new service users and health professionals referring into our services, ensuring personal data is accurate and up to date, and used in accordance with GDPR principles.
- Be aware of, and comply with, current safeguarding procedures and data protection regulations. Support robust volunteer recruitment processes in partnership with the People and Organisational Directorate to enable effective service delivery and maintainingthe organisation's CRM (Customer Relationship Management) system.
- Market services and events via websites and social media, and other digital platforms. Review information on these platforms to keep it up to date and to maintain accuracy. Monitor, post and refresh general information on the nation's social media channelsin line with brand awareness.
- Research and book appropriate venues, ensure risk assessment and attendee requirements are met and liaise with contractors as necessary.
- Assist with financial processes including raising purchase orders, approving payment of invoices and processing expenses claims promptly and accurately. Support budget holders to accurately monitor income and expenditure.
- Provide administrative support to the nation's Volunteer Engagement Group (V.E.G.), including minute taking, organising meeting venues, papers and reports, and liaising with the V.E.G. on the organisation of events.
- Support staff to develop resources, ensuring these are accurate, up to date and that staff and volunteers have the correct equipment and documentation e.g., information packs, resources, forms, etc.
- Support administration of key, high-profile volunteer/stakeholder events in collaboration with staff and volunteers, ensuring that events are professionally organised and delivered.
- Undertake other relevant duties as appropriate, e.g., booking travel and hotel accommodation for staff and volunteers with agreed authorisation, assisting with supporter mail outs and general housekeeping.