Your new companyThe Office and Facilities Manager is responsible for overseeing the daily operations of the office and ensures a secure and clean working environment for all stakeholders within the premises, ensuring all legal, corporate and duty-of-care responsibilities are met, including the safety and health of staff.Responsible for identifying maintenance needs and safety hazards and for the implementation of improvements.Co-ordinates and oversees all repairs and maintenance, ensuring these are completed in a timely manner and to budget.Line manages the administration and reception team across multiple offices.Manages service supplier contracts and is responsible for buildings, maintenance and office budgets. Responsible for the purchase, issue/return of all company equipment, including IT and telecoms.Main Duties and Responsibilities:Team management and administration:Line manages the central administration and reception team, which includes volunteers.Recruit, induct and train new members, conduct 1:1s and proactively monitor performanceReview office procedures and assist in the development of new ones, ensuring these are well communicated and adhered toSchedule and oversee monthly team meetingsFacilities Management:Manage the overall maintenance, security and operational efficiency of the premisesSupport all aspects of building management administration which incorporates lease/legal complianceManage facilities budgets and contracts with external vendors and service providersOversee cleaning and security procedures and identify opportunities for improvement and cost-saving measuresProactively conduct regular inspections of premises to identify maintenance needs, safety hazards and potential improvementsCo-ordinate and oversee repairs and maintenance, ensuring all works are completed on time and within budget and are compliant with safety regulations and minimise operational impact.Responsible for holding keys/fobs and on call for alarm calls received after hours and on weekendsDevelop comprehensive project plans for office moves and renovations, create and manage timelines, budgets and resource allocation and coordinate with internal teams and external suppliers/contractors to ensure project milestones are met and communicatedLiaise with insurance brokers to ensure building/contents cover is appropriateResponsible for maintaining the stock of office suppliesCo-ordinate data collection of energy, water and waste activity and seek ways to reduce consumption/waste with occupiersPerform general facilities support tasks, such as furniture building and removalHealth & Safety:Ensure a safe and secure environment for all stakeholders and report on risks or areas of concernMaintain up-to-date knowledge of relevant health and safety legislation and best practices and ensure compliance with all requirements as setEnsure weekly/monthly H&S checks are carried out, conduct DSE/ homework assessments and organise PAT testingConduct regular safety audits and risk assessments, including new risk assessments for outreach venuesMonitor and coordinate mandatory annual H&S training for all employees and maintain training recordsEnsure adequate first aid/fire marshal provision and co-ordinate trainingTake charge of H&S planning for events & activities held on premisesConduct fire/building tours for new starters, fire drills and training sessions on safety proceduresEnsure safety, evacuation and disaster recovery plan procedures are in place and up to date at all times across all locations and employees are fully conversant with H&S policiesMonitor safeguarding/incident log data to identify trends and compile monthly/quarterly reports to provide insights to managementReview and ensure implementation of safeguarding policies, procedures and training to comply with relevant legislation and funder requirementsWhat you'll need to succeedYou will have proven experience in office or administration team management.Proven strong knowledge of Microsoft Office and case management systemsProven experience in maintenance coordination, facilities management or similar roleKnowledge of H&S - minimum IOSH managing safelyAble to work under pressureExcellent communication skillsPAT TestingExperience in improving processesProven analytical skillsWhat you'll get in returnThis is a full-time role.37.5 hours a weekHybrid offered after trainingSalary £28-34k DOEWhat you need to do nowIf you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at (url removed)
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