Job Description

This position is initially on a fixed term contract for 6-12months. You will report directly to the financial controller and the responsibilities will include:

• Management of office premises, facilities and administration services ensuring the smooth, safe and efficient running and operation of the office.
• Assist with management and Interface with landlord, reception and all other service providers
• Manage calls to the office, answering calls to reception, forwarding as appropriate and dealing with queries as they arise
• Manage any office related maintenance issues and oversee work performed by external cleaning providers
• Promote office initiatives, communications and fundraising events
• Ensure the following are inspected: Fire Extinguisher, Alarm Service, Smoke Detector, Emergency Lighting, Sprinkler System
• Ensure a Personal Emergency Evacuation Plan is in place for any employee(s) / visitor(s) who may have reduced mobility or hearing impairments
• Liaise with all subcontractors to get RAMs / ensure these are reviewed by H&S / get relevant permits from Soapworks / Induct subcontractors / Ensure they fill out safe start / keeps records of maintenance
• Maintenance of coffee machines / vending machines – management of contract
• Develop, manage online and manual filing and archiving systems
• Organize Fire / Emergency Drills – complete records / complete debrief
• Maintain office equipment (keep a log and complete checks for all ladders / trolleys etc.)
• Carry out relevant administration tasks ensuring compliance with document management systems.
• Assist in travel bookings. Diligently check all bookings for accuracy; this may require that you chase contacts for confirmations and double check the finer details of all our travel experiences.
• Identify and implement cost saving areas or initiatives while ensuring all travel systems are up to date to allow for online bookings.
• Assisting staff booking travel by air, rail and accommodation; Work closely with the Finance Department to ensure invoices match bookings.
• Ensure your own continuous professional development by participating in external networking/conferences/associations/groups, to stay current on industry changes and innovations.
• Maintain a positive and solution oriented approach to work, providing open and honest feedback.
• Undertake such other duties, training and/or hours of work as may be reasonably required and which are consistent with the general level of responsibility of this role
• In all internal and external contact, present a professional and positive image of the department as well as maintaining mutually constructive, positive and beneficial relationships.
• Take all reasonable steps to ensure appropriate confidentiality

What we offer?

• A competitive salary
• Hybrid Working
• Car/car allowance (subject to role and level of position)
• 25 days holiday + Bank Holidays (with an additional 5 days available to buy)
• Contribution Pension scheme
• Life Assurance
• Health Insurance
• Private medical Insurance

Required Knowledge, Skills, and Abilities