Job Description

Job Title: / Central Office Welcome and Support- Rushden Office
Indicative Salary Range/Grade: / £18,745 - £21,963 per annum (Spinal points19-24)
Hours: / Full time: 37 hours per week. Minimum 9 month contract with potential to become full time
Work base: / 74 Wellingborough Road, Rushden, Northamptonshire
Reporting To: / Corporate Services Manager
Responsible For: / N/A
Main Purpose of Job:
To provide an effective and efficient facilities service at the Rushden Office and to support the Corporate Services Manager in the provision of facilities support throughout the wider organisation.
Key Task List:
  1. To effectively manage the Rushden Office facilities, ensuring a welcoming, professional and courteous first point of contact is provided to all internal and external customers.
  1. To ensure that building maintenance, security and Health and Safety systems are maintained and developed for the Rushden Office in accordance with statutory regulations and good practice. To be responsible for fire drills and evacuation procedures and to arrange for staff to attend appropriate training courses for First Aid, Fire Marshall and other statutory requirements.
  1. To carry out regular inspections of the Rushden Office building and ensure that there is adequate maintenance of the fabric (through the development and implementation of a maintenance schedule) and deal with minor defects directly. Obtain quotes, negotiate prices and generally oversee minor building works and renovations to the fixtures and fittings in the building.
  1. To monitor and maintain equipment - including photocopiers, fax machine, water cooler and the franking machine, ensuring that credit is maintained and topped up as necessary. To monitor the effectiveness and manage the relationship with the contractors for cleaning, boilers, air conditioning, site security, photocopying, post and other service and maintenance companies.
  1. To monitor the premises and make arrangements for cleaning and maintenance of the buildings, grounds, furniture/fittings including security, fire and heating system operation and statutory checks.
  1. To manage the Rushden Office facilities budget, ensuring that that any internal charges for occupancy; photocopying; postage etc are accurately apportioned.
  1. To be responsible for the effective stock control of the Rushden Office stationery, supplies, printed papers and forms, cloakroom and kitchen supplies. To place orders when necessary to ensure stock levels are maintained appropriately. To see that stock is kept tidy and in an orderly style to accommodate easy location of items required by all staff
  1. To assist with internal office moves ensuring they are carried out smoothly and efficiently and order furniture as required.
  1. To provide post room services for incoming and outgoing mail, following relevant organisational procedures and ensuring post is distributed correctly to departments and in a timely manner. To record the receipt of monies received in the incoming post and to maintain accurate records for the Finance Department in line with organisational procedures. To ensure outgoing post is prepared for dispatch in line with originator requirements and Royal Mail regulations.
  1. To ensure the reception area, foyer, notice boards and related areas are kept tidy and up to date. To keep a check on the cloakrooms and kitchen to see they are also kept tidy and consumables are replenished and the kitchen is left ready for cleaning at the end of each working day.
  1. To be a keyholder and ensure the building is opened and closed securely each day and to give or, make arrangements, for access for contractors as necessary which may include evenings or weekends.
  1. To maintain record keeping and filing systems in accordance with procedures and to initiate new systems as necessary in liaison with the Corporate Services Manager.
  1. To manage a room booking system and provide hospitality for meetings and events at the Rushden Office through liaison with the meeting/event organiser. To advise of ‘hot desk’ facilities available to visiting staff and manage a booking system if required.
  1. To negotiate and obtain quotes for goods and services to secure the most efficient and cost effective solutions and to put forward ideas and recommendations for improved goods/services and efficiencies to the Corporate Services Manager the Rushden Office and for the whole organisation where relevant. To centrally administer the Stationery and Supplies contract of Spurgeons’ corporate supplier and advise, guide and obtain information and quotes for users.
  1. Oversee and administer the business rates for the organisation.
  1. To assist the Corporate Services Manager with any other delegated tasks relating to the wider organisation including correspondence, recording/monitoring and communicating information as required
  1. To assist the Corporate Facilities Office when needed with archiving of Spurgeons documents.
  1. To assist/carry out any other Facilities administrative tasks as required by the Corporate Services Manager (supporting with driving documents, updating spreadsheets, obtaining quotes, arranging collection of archiving from services, booking hire cars)
  1. Other ad hoc tasks as needed and agreed.
  1. To demonstrate the Spurgeons values of compassion, inclusivity and hopefulness in carrying out the role.

Attainments / In order to be considered for this post you will have to demonstrate that you already have:

Qualifications

/
  • GCSE Grade A - C in English or equivalent
  • NVQ II in Business and Administration or equivalent

Experience

/
  • Demonstrable and substantial experience of facilities management.
  • Proven track record of successfully securing best value for the organisation in the purchasing of services, equipment and consumables
  • Preferably, some experience of effective budgetary management.
  • Experience of working in an administration office and team environment
  • Experience of maintaining computerised and paper based records including typing, recording, monitoring information, filing and retrieving documents/records
  • Experience of work within secure, confidential and data protection boundaries
  • Experience of maintaining Health & Safety practice in an office environment
  • Experience of stock storage, control and purchasing
  • Experience of keeping financial records

Work Based Knowledge

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  • Good working knowledge of the English Language in business
  • An understanding of safeguarding responsibilities and procedures
  • Practical operation and maintenance ofroutine office machinery and equipment
  • In depth knowledge of post incoming/outgoing procedures and regulations
  • Knowledge of sourcing supplies and services, obtaining quotes, orders, purchasing, checking and invoice processing
  • Able to select task appropriate filing, record keeping and monitoring systems
  • An understanding of administration and supply needs when supporting staff in services and offices across the country.

Skills

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  • Good numeracy skills and accuracy in calculations
  • Strong IT skills in wordprocessing, excel, internetand email. Spurgeons uses Microsoft Office applications
  • Excellent telephone manner
  • Excellent interpersonal and communication skills - effective with a range of people
  • Good negotiating skills with suppliers of goods and services
  • Good organisational and time management skills
  • Demonstrably fast, accurate, methodical and neat in ways of working
  • Evidences a detailed and diligent approach to duties

Abilities

/ In order to be successful in this role you will be able to demonstrate that you have the ability to:
  • work individually or as part of a team
  • take responsibility for particular delegated areas of work
  • work on own initiative, forward plan, prioritise and organise workload
  • work proficiently under pressure and be able to meet work deadlines
  • take a proactive approach to finding solutions to problems
  • take a proactive approach in signposting for H&S, location of resources and equipment instruction, correct use and maintenance.
  • understand the need, when and to effectively communicate with a wide variety of staff at all levels in the organisation, partner, third party and external organisations.

Special Job

Circumstances / This post has the following special circumstances:
  • You will be required to be a keyholder for the Rushden premises.
  • You may occasionally need to open/close the building for contractors undertaking work out of normal office hours, e.g. decorating, electrics and building works.
  • You may be required to travel to other Spurgeons offices, projects and events arranged both internally to Spurgeons and by external bodies such as team events, conferences, seminars, training and support meetings.
Note: If you have difficulty in meeting these conditions because of a disability or family circumstances, the Chair of panel will discuss it with you in order to consider reasonable adjustments to the job or working conditions.