WORLD JEWISH RELIEF

Job Description

Job Title:Office and Facilities Manager

Purpose:Management and maintenance of the office premises, as well as the execution of a central role in the office’s administrative processes and activities.

Job Context:Based in north London, World Jewish Relief is UK Jewry’s leading international humanitarian and development agency, supporting primarily, but not exclusively, Jewish communities outside the UK and Israel. At times of major international disaster WJR leads the UK Jewish community’s response to others in need. The charity has made great progress over recent years in all areas of its work, but requires a highly skilled individual to work across all departments and ensure the smooth running of the WJR office.

Reports To: Director of Finance and Resources.

Key Relationships:WJR staff and volunteers

Supporters

Trustees

Contractors and service providers

Specific Responsibilities

1.Facilities

  • External - Ensure that the external fabric of the building is monitored on a systematic and regular basis to ensure that any necessary repairs are noted and carried out in a timely manner and in line with the charity’s procurement policy
  • Internal – Ensure that the internal fabric of the building is monitored on a systematic, weekly basis to ensure that any necessary running repairs are noted and carried out in a timely manner and in line with the charity’s procurement policy.
  • Maintenance and other contracts – Ensure that the provisions of all relevant contracts including cleaning, provision of sanitary equipment, alarm systems (fire and security), air conditioning, utilities and refuse deposal, are adhered to and that procurement of services is carried out in line with the charity’s procurement policy.
  • Security – Ensure that staff and tenants are aware of the need for maintaining building security, including access codes and alarm codes and are clear as to the process at the start and end of each day.

Cleaning - Ensure at all times that WJR’s office premises are clean, tidy and maintained to the standard expected to ensure an appropriate working environment.

  • Health and Safety – Ensure that the facilities are fit for purpose in terms of the Health and Safety Act. Maintain WJR’s first aid kit and be first aid trained.
  • Tenants – Manage the day to day relationship with WJR’s tenants, ensuring that they are aware of the access, security, parking, refuse and recycling requirements and practices.

2.Office Services

2.1Reception and Post

Manage reception including answering doors and phones appropriately.

  • Manage all outgoing post.

2.2Petty Cashand Office Supplies

  • Manage the office petty cash on an imprest basis, conducting monthly or more frequent reconciliations as required, in accordance with Finance Department procedures.
  • To manage the office’s stationery, kitchen and cleaning supplies ordering process and budget.

2.3Office Equipment and desktop support

  • Ensure that the photocopier, fax machine, franking machine and shredder are fully operational, maintained appropriately, and contracts adhered to. Manage, monitor and act as the main contact person for all service providers.
  • Manage WJR’s outsourced IT support contract referring to the Director of Finance and Resources for the procurement of all non-standard support and capital equipment.
  • Providea high standard of proactive desk top assistance to staff on routine computer hardware and software matters.

2.4WJR staff and volunteers

  • Manage building access, office space and seating plans for staff and volunteers.
  • Provide induction packs to all new starters, ensuring that profiles and email addresses have been set up prior to commencement of duties.
  • Ensure that all business critical office management functions are adequately covered in advance of Office and Facilities Manager absence.

3.Administrative Support to the CEO

  • Provide a full range of administrative support services to the Chief Executive (CEO) to ensure he is able to function at the strategic level required. This includes dealing with his correspondence, diary, telephone calls and travel.
  • Prepare and circulate all documents necessary for Council meetings and taking minutes at five Council meetings each year.

PERSON SPECIFICATION

EDUCATION, QUALIFICATIONS AND KNOWLEDGE REQUIRED /
  • A level or equivalent qualification.
  • Eligible to work in the UK
  • First Aid and Fire Warden Trained desirable.

EXPERIENCE /
  • At least two years demonstrable experience of managing a busy office or an equivalent facility.
  • Demonstrable experience in all aspects of office administration.

SKILLS/ABILITIES /
  • Exemplary organisational and administrative skills
  • Excellent command of English
  • Highly computer literate, with particular experience of using Microsoft office packages including Outlook, Word, PowerPoint and Excel to an intermediate to advanced standard
  • Previous experience of utilising a database preferably Raisers Edge.
  • First class team player, with a proactive, positive outlook and a firm commitment to the highest levels of supporter service.
  • Demonstrable skills in simple financial management and budget preparation would be an advantage
  • Capable of working under pressure and to set timetables and deadlines.
  • Flexible yet highly organised, proactive and able to multi-task and prioritise work to meet deadlines
  • Helpful, approachable and positive nature and ability to stay calm and diplomatic under pressure
  • Meticulous record keeping skills
  • Understanding of the importance of confidentiality and discretion
  • Detail oriented and able to take ownership of tasks and work with minimal supervision
  • Friendly and helpful telephone manner
  • Excellent time management skills
  • Excellent written and oral communication skills, with the ability to deal confidently, diplomatically and appropriately with those at varying levels of seniority

OTHER /
  • A commitment and empathy to the work and values of World Jewish Relief.
  • Willingness to undertake occasional evening or weekend work.