Look Ahead Care Support and Housing Looking for Facilities Support Officer at Westminster, London (On-site) Full Time

Recruiting for a Facilities Support Officer to join our team in Westminster!

GBP £23,025 per annum, working 40 hours per week, plus 25 days Annual Leave, Pension schemes, Staff discounts, healthcare and more.

Job Overview:

To provide an effective and efficient facilities and reception service for Look Ahead’s Head Office and to provide a positive experience for Look Ahead visitors and staff. Assisting with the smooth running of the day-to-day office management and facilities related tasks in addition to providing administrative support to the Facilities Manager and the Multi Skilled Facilities Assistant.

Key Responsibilities:

• To answer all telephone calls to reception, redirecting as necessary or providing information and advice to callers
• To provide all visitors to the office with an efficient and courteous reception, ensuring the person they wish to see is informed of their arrival promptly and that all visitors sign in and out of Look Ahead’s office
• To take receipt of all deliveries and oversee collections from Look Ahead reception in addition to ensuring staff are informed immediately of all messages received
• To oversee and coordinate all courier and taxi requests
• To assist the facilities team with the Kings Buildings Management and resolution of day-to-day practical issues that occur
• To support the facilities team with the management and supervision where needed with key contractors for Kings Buildings and to ensure that all equipment, fixtures, and fittings are serviced and that cleaning services are of a high standard
• To co-ordinate the use and booking of all meeting rooms at Kings Buildings, including the set up of IT usages such as for teams calls and to ensure the room layouts are correct in style for the type of meeting taking place.
• To open/sort/distribute the incoming post appropriately on arrival, prepare outgoing post and ensure it is prepared and located at the collection point on the ground floor in time for collection in the afternoon by royal mail
• To conduct office checks daily to ensure offices, meeting rooms, equipment, materials, and staff welfare facilities are in place and that both floors are safe and secure
• To take responsibility for keeping the reception, stationery cupboards and post room neat and tidy
• To always ensure an adequate supply of stationery for head office; keeping stock lists and monitoring spend of the stationery budget
• To perform administrative tasks to support the facilities management team and at times support other departments.
• To procure goods, materials and equipment where required.
• To support when needed the multi skilled facilities assistant and arrange archiving of documents, the updating of archiving lists and identifying archive records for disposal.
• To liaise with HR on updating contact details for staff starting and leaving along with producing ID cards and requesting building access swipe cards from the landlord, in addition to undertaking building inductions for all new starters, issuing of lockers and updating all associated databases
• To manage the On-Call communications, ensuring staff are aware of their on-call shifts
• Asset Management – Support with the management of key/fob allocations/replacements for the entire Look Ahead portfolio inc of Voids and unsupported stock

Person Specification:

• Approachable and open behaviour. Works as part of a group or team.
• Is fundamentally calm and resilient, does not let emotion adversely affect them or obscure their judgement.
• Demonstrates significant confidence and high levels of self-esteem.
• Is respectful, articulate, and sensitive in style of communication.
• Motivated towards excellence and improvement of personal performance with a can-do attitude.
• Client-driven
• Problem Solver

Skills, Knowledge and Experience:

Essential:

• Educated up to a relevant qualification in English and Maths
• IT qualifications (Usage and set ups)
• Customer Service Qualification
• Strong customer service skills
• IT literate – able to use various software packages and databases including Microsoft Office
• IT – Ability to set up Teams calls etc for meetings for other user groups
• Experience of working in a customer service environment
• Experience of working on a reception/post room environment
• Able to multitask
• Pays attention to detail
• Experience of being a First Aider and fire warden