We’re looking for a Dedicated, Passionate and Resilient Facilities Support Officer to join our Facilities Team located at our Head Office in Westminster.
£24,890.00 per annum working 40 hours per week. Benefits include 25 days Annual Leave, pension schemes, staff discounts, healthcare and career progression.
Want to feel like you’re
part of one team? You’ll feel at home here.
This role requires a valid Right to Work for the UK as Look Ahead are not a sponsoring organisation.
What you’ll do:
You'll be tasked with providing 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 ACCOUNTABILITIES:
- 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
This is not an exhaustive list of all the duties and responsibilities that may be required from time to time and is subject to change in accordance with the needs of Look Ahead
About you:
- 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.
What you’ll bring:
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
Desirable:
- Experience of working in a customer service environment
- Experience of working on a reception/post room environment
- Experience of being a 1st aider and fire warden
About us:
Look Ahead is a dynamic, leading, not-for-profit care and support provider in London and the South East. As an organisation we deliver over 110 services, providing support to around 7000 customers each year. We work across mental health, homelessness, young people and learning disabilities so there are plenty of opportunities to grow and progress your career with us.
Look Ahead is committed to safeguarding and promoting the welfare of children and adults at risk, and expects all employees, workers and volunteers to share this commitment.
If your application for this role is unsuccessful, but we feel that you would be suitable for another role, we may contact you to discuss alternative opportunities. If this occurs you would not need to submit another application for the alternative role.
We reserve the right to close this advert early if we are able to appoint to the vacancy before the advertised closed date.
We are committed to diversity and inclusion at work and are accredited with Silver in the Inclusive Employers Standard 2021. We are a proud member of the Employers Domestic Abuse Covenant and encourage applications from a diverse range of applicants of all backgrounds.