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Administrator Head Office
Location: London
Salary: £17,095 per annum
Reporting to the Head of Facilities Management the post holder will provide day-to-day support for all aspects of admin and operational activities for Head Office
The post holder will be required to assist the Head of Facilities Management in ensuring safe systems of work are implemented and all relevant legislation and codes of practice in respect of hygiene, fire, health etc. are implemented and maintained.
The post holder will be required to assist the Head of Facilities in implementing and maintaining administration systems within the team as well as provide additional administration support to Forward Trust head office staff as required which in turn will contribute to a smoothly run department.
What you will be doing?
Service Delivery
To support the Head of Facilities Management in ensuring Forward Trust Head Office premises comply with corporate guidelines, values, health and safety legislation and are fit for purpose and safe for staff, customers and visitors.
To assist the Head of Facilities Management in ensuring continuous, high quality service delivery including periodic reviews of furniture and equipment to monitor standards (good condition and well maintained); repairs are instigated or improvements proposed as necessary.
Performance Management
- To meet targets and deadlines according to current work-plans and standards.
- To work towards Forward Trust's mission and values and within current policies and good practice.
- To attend internal meetings as required and participate in other training, and events within Forward Trust and elsewhere.
- To keep up to date technically on all relevant matters.
- To work with the highest regard to safety and to minimise risk, taking responsibility for the welfare and safety of staff, volunteers and public in contact with Forward Trust
- To ensure processes are harmonised to avoid duplication and maximise effectiveness across departments.
- To provide a good level of service to all visitors to Forward Trust ensuring that they receive a positive experience.
- To ensure that the telephone is answered in a timely, courteous and professional manner.
Departmental Management
- To take on other tasks and responsibilities as deemed appropriate by Head of Facilities Management
- To assist the Head of Facilities Management in Health and Safety duties, act as a Fire Warden/First Aider
Quality and Safety
- To ensure that information governance policy is adhered to.
- To assist the Head of Facilities Management in ensuring facilities are available for safe disposal of equipment and data files across the
- To support the Head of Facilities Management in ensuring administration policies, procedures and appropriate service level agreements are adhered to and provide demonstrable Value for Money with preferred suppliers used, quotations analysed and financial threshold requirement met.
- To administer the booking of training/meeting rooms and catering requirements as required.
- To book travel/hotel accommodation on behalf of Forward Trust staff.
- To ensure that the office contacts information is regularly updated.
- Feedback obtained from visitors and other stakeholders is acted on.
- To order and maintain adequate supplies of stationery for Forward Trust head office
- To ensure that adequate catering supplies are available for head office
- To support teams on arrangements for office events and ensure good quality of service.
- To ensure that the Facilities and Administration spreadsheet is kept up to date.
- To undertake or assist with routine tasks such as photocopying, filing and mail outs.
- To open and distribute incoming post, ensure that all outgoing mail is franked and ready for collection as well as co-coordinating and dealing with all deliveries and collections
- To filter all incoming mail to the general info email box and forward as appropriate.
- To be responsible for ensuring that the reception area/main office is kept clean and tidy at all times.
- Raise POs and complete cheque/BACS/credit card requisition forms, as they relate to the administration department and assist the finance department in processing these. Other
What are we looking for?
We are looking for a 25 hour Facilities/Head Office Administrato. We welcome applicants who would like to work part-time and where possible will work with you to accommodate flexible working patterns. As the Facilities/Head Office Administrator you will be adept at using multiple systems, able to work at a fast pace with excellent attention to detail. You will support the work of the wider team as well as being the welcoming face of Head Office.
Person specification
- Educated to GCSE grade C or above in English and Maths or an equivalent or advanced level
- Experience of working with Microsoft Office systems especially Word, Excel and Outlook
- Ability to work as part of a team or individually
- To perform the core functions of the job role
- To engage effectively with the client group, as applicable
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- To liaise effectively and co-operatively with colleagues
- To have the willingness to explore, in a non-defensive manner, areas needing development
To Apply
If you feel you are a suitable candidate and would like to work for the Forward Trust, please click apply to be redirected to their website to complete your application.
We reserve the right to close this role early
