Facilities Assistant/Receptionist Needed In The UK

Overview

This role is based at Reception, but it is much more than that, we need someone who understands the value they can add to the office by creating a work environment that is organised, well managed, maintained and welcoming. You’ll be the first point of contact for all office and facilities queries and will be responsible for a variety of tasks such as managing room bookings, organising couriers, making sure the stationery cupboard is well stocked and there’s milk in the fridge. You’ll be a central figure in the office working across a range of teams supporting the varied work we undertake which means you’ll gain experience in many different disciplines. You’ll also meet and greet visitors in a way that demonstrates our values and ethos so that from the moment people walk through the door they will feel welcome and looked after.

Experience as a receptionist is not essential although you must have completed some previous facilities based work. What we’re really after is someone who is friendly and welcoming, well organised and shows heaps of initiative. You’ll want to make a difference to the office and will be keen to make your mark.

In addition to your salary you’ll receive a range of benefits including discounted gym membership, cash back on your visits to the dentist, optician’s etc, access to a free GP helpline, access to a free employee counselling service, 25 days annual leave plus bank holidays, financial support to pursue formal qualifications and much more.

Job description
Job Title: Facilities Assistant/ Receptionist
Hours: Full time, 37.5 hours per week (09:00-17:30, Monday to Friday)
Type of Employment: Permanent
Dept and Location: Facilities and Office, Head Office – London
Line Manager: Facilities and Office Manager

Main Purpose of Job
The Facilities Assistant/Receptionist provides a welcoming environment for all visitors and staff. Delivering a high standard of customer service, you will be for the first point of contact for all ‘office and facilities related’ tasks including enquiries, managing room bookings, dealing with the post, ordering office supplies etc. You will be an integral part of the team, supporting the Facilities and Office Manager in providing a work environment that is organised, tidy and well maintained which in turn will help make Teenage Cancer Trust a great place to work.

Role Focus
Reception

Meet and greet visitors, offer refreshments and provide a warm and professional welcome.
Responsible for booking internal meeting rooms for staff and ensuring that resources are appropriately allocated, rooms are prepared as per instructions and kept clean and tidy.
Maintain the reception desk and area to ensure it is professional in appearance.
Log incoming post and take responsibility for ensuring that all post is franked correctly and is ready for the Royal Mail collection each evening. Liaise with Royal Mail when required and maintain accurate online and paper based logs.
Take receipt of and log all deliveries to the office and ensure that they are quickly distributed or stored away. This will often involve some lifting and moving heavy boxes around the office.
Maintain the Reception/Facilities and Office Assistant Procedure Guide and ensure that it is kept it up to date and reviewed on a regular basis.

Facilities

Maintain office supplies including stationery, printer consumables, beverages and milk hygiene products etc., ensuring there is plenty of stock and that bulk orders are made in good time and appropriate purchase orders are raised using electronic systems.
Supporting homeworkers and managing their requests for stationery and printer inks.
Collate and process orders for staff name badges and business cards
Ensure copiers are well stocked with paper and toner suppliers are well maintained
Manage the courier booking system to ensure that they are only used when really needed and the most appropriate service is selected.
Assist with large mailouts and arrange the delivery of these items by the most efficient and cost effective service within the required timeframes,
Ensure that daily and weekly facilities management tasks are performed in a timely manner to ensure that the communal areas of the office ( kitchens, toilets, meetings rooms) are kept clean, tidy and well maintained.
Be the first point of contact for facilities issue and maintain the Facilities Reporting Log and action any reported items.
Manage suppliers visits and maintaining the record of service sheets and delivery notes.
Liaise with the Landlord in respect of building maintenance issues, e.g. lift breakdowns, etc.
Act as “Tidy Office” champion to ensure that office areas are kept clear of boxes and clutter and assist items in the storing or disposal of items
Provide occasional assistance with internal events and event logistics such as collecting catering orders and sundry items from local shops.

Health and Safety

Support the Facilities and Office Manager to ensure compliance with health and safety requirements and good practice.
Responsible for ensuring all first aid kits are well stocked and organise replacement items as necessary.
Maintain and update all Health and Safety related notices, e.g. keyholders, fire wardens and first aiders notices.
Assist the Facilities and Office Manager with Display Screen Risk Assessment, track issues and ensure that they are actioned appropriately.
Complete the office management and facilities induction with all new starters, both office and home based, and ensure that the appropriate risk assessments are completed, and the results logged.
Manage and maintain the record of homeworkers vehicle documentation ensuring that all documents are up to date.

Other duties

Undertake any other duties that are commensurate with the post as requested by the Facilities and Office Manager and work flexibly and as part of a team.
Carry out the duties of the post in accordance with the Trust’s policies and procedures on Health and Safety and take responsibility for ensuring personal health and safety.
There will be some lifting and moving heavy items in this role, such as boxes of paper, deliveries and carrying milk back from the shop.
There may be the occasional requirement to work outside of normal hours or at weekends to assist with office or facilities tasks for which Time off in Lieu will be granted.

Disclosure and Barring Checks
This role will have no direct contact with young people or access to any databases that hold information about those we support. It is therefore subject to a basic DBS checked

Person Specification

Essential Criteria
Education
Good General Level of Education to GCSE Standard or equivalent

Experience
Previous experience of working as a Facilities Assistant with ability to work on reception.
Experience of dealing with building maintenance issues
Experience of managing suppliers site visits
Ability to create the best possible working environment for staff and visitors
Experience of forging strong relationships with multiple internal teams
Proven experience of being proactive and working on your own initiative

Knowledge
Knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
Knowledge of fire safety, first aid and health and safety

Skills
Demonstrates a welcoming can do attitude
Good time management skills and the ability to deal with conflicting demands
Friendly but assertive, able to influence and engage with people at all levels
Strong interpersonal skills and proven ability to handle a diverse range of written information in a confidential, sensitive manner with due care, respect and discretion
Excellent communication skills both verbal and written
Accuracy and attention to detail

Other
Reliable with excellent time keeping
Able to adhere to a company dress code- smart, presentable etc.
Commitment to the philosophy and ethos of Teenage Cancer Trust

Preferred Criteria
Experience of working in the Charity Sector
Knowledge of Outlook 360, SharePoint and One Drive
Knowledge of franking processes with Royal Mail

Closing Date: 22nd February 2019 at 12pm
First Interview: 27th February 2019
Second Interview: 4th March 2019

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