Keep the London office safe, welcoming and productive. Coordinate day to day office operations, facilities and health and safety, and provide support with internal events and light calendar management. Play a key role in helping colleagues settle into and use the new office, working closely with People and Culture, Finance and IT Teams.
Key Responsibilities
Office operations and facilities
* Act as a main point of contact in the office and help keep the space tidy and ready for use
* Coordinate post (distribution, sending), liaise with and receive couriers, parcel deliveries and office supplies
* Manage visitors and ensure a professional and friendly welcome
* Coordinate meeting rooms, including bookings, layout and refreshments as needed
* Liaise with landlord and building management on day-to-day issues
* Manage access cards and security arrangements and keep accurate records
* Oversee cleaning, minor maintenance and repairs and keep an asset and keys register
* Maintain kitchen and coffee supplies and support waste and recycling arrangements
New office support
* Act as a practical contact for colleagues in the new office and gather feedback on what is working well and what needs to improve
Health and safety and compliance
* Help apply CCS health and safety policies in the office
* Support risk assessments, office inspections and completion of DSE assessments
* Assist with fire safety processes, including drills, checks and records
* Support first aid arrangements and ensure incidents, hazards and accidents are reported and logged
* Coordinate PAT testing and statutory inspections and keep accurate records
* Manage the secure cupboard and COSHH data sheets
* Work with Head of Quality Assurance on all ISO accreditation matters
Events Coordination
* Support planning and delivery of office-based events such as industry related networking events, round tables, training, town halls, briefings and social and awards
* Coordinate and assist with logistics for events, supplier researching and supplier sourcing including room set up, invitations, catering and basic AV needs
* Work with People and Culture and Communications/Marketing on office campaigns and wellbeing activities
* Work with Events Manager on internal and external events
* Support Event manager with administrative tasks for event coordination
* Help ensure the office reflects CCS values and creates an inclusive and welcoming environment
Diary and meeting coordination
* Provide light calendar support for agreed leaders
* Schedule meetings, send invitations, book rooms and arrange basic agendas and joining details
* Help maintain shared calendars for office events and key organisational dates
People and onboarding support
* Prepare desks, equipment and access for starters and movers in coordination with People and Culture and IT
* Support office-based induction, including health and safety and facilities information
* Coordinate DSE set up for new colleagues and liaise with People and Culture on reasonable adjustments in the office
IT and data coordination (desirable)
* Work with IT support on routine issues with end user equipment and meeting room kit
* Maintain simple office inventories for equipment and supplies
* Help keep shared folders and documentation for office operations up to date in Microsoft 365
Risk and business continuity
* Help keep the office emergency plan and notices current
* Assist with organising drills, tests and training for fire wardens and first aiders
* Log facilities related risks and audit actions and help ensure they are closed on time
Essential skills & experience
* Experience in an office coordinator, office manager or similar role in a small or mid-sized organisation
* Good understanding of basic UK health and safety requirements, including DSE, fire safety and incident reporting
* Ability to manage several tasks, suppliers and activities at the same time
* Confident user of Microsoft 365, including Outlook, Teams, Word, Excel and SharePoint
* Comfortable dealing with external suppliers and basic budgeting processes such as purchase orders and invoice reconciliation
* Desirable: experience supporting events or staff meetings, IOSH Managing Safety or similar, First Aid at Work and Fire Marshal training, basic GDPR awareness
Personal competencies
* Calm, organised and reliable
* Approachable with a positive and practical attitude
* Clear and confident communicator in person and in writing
* Able to build good working relationships with colleagues and external contacts
* Comfortable working on own initiative and knowing when to escalate issues
* Strong attention to detail and pride in keeping the office running smoothly
* Commitment to CCS values, including consideration, respect and sustainability
* Able to work collaboratively as part of a team
* Office open, safe and presentable each working day with minimal disruption
* Mandatory health and safety checks and DSE tasks completed within agreed deadlines and records kept up to date
* Positive feedback from colleagues on office environment, move in experience and support received
* Internal office events delivered on time with good colleague feedback
* Simple diary and meeting support delivered reliably for agreed leaders
* Office costs and supplier contracts managed within agreed budgets and timescales
* Facilities risks, incidents and audit actions recorded and closed within agreed timeframes
Benefits
* Additional 3 days for Christmas closure
* Contributory pension scheme, with enhanced contribution rates
* Paid sickness - after qualifying period
* Enhance Maternity Leave
* Enhanced Paternity Leave
* Enhanced Adoption Leave
* Employee Assistance Programme
* Hybrid working available – certain roles only
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