Reporting to the Head of Facilities Management the post holder will provide day-to-day support for all aspects of admin and operational activities for Head Office The post holder will be required to assist the Head of Facilities Management in ensuring safe systems of work are implemented and all relevant legislation and codes of practice in respect of hygiene, fire, health etc. are implemented and maintained. The post holder will be required to assist the Head of Facilities in implementing and maintaining administration systems within the team as well as provide additional administration support to Forward Trust head office staff as required which in turn will contribute to a smoothly run department. Service Delivery To support the Head of Facilities Management in ensuring Forward Trust Head Office premises comply with corporate guidelines, values, health and safety legislation and are fit for purpose and safe for staff, customers and visitors. To assist the Head of Facilities Management in ensuring continuous, high quality service delivery including periodic reviews of furniture and equipment to monitor standards (good condition and well maintained); repairs are instigated or improvements proposed as necessary. Performance Management To meet targets and deadlines according to current work-plans and standards. To work towards Forward Trust’s mission and values and within current policies and good practice. To attend internal meetings as required and participate in other training, and events within Forward Trust and elsewhere. To keep up to date technically on all relevant matters. To work with the highest regard to safety and to minimise risk, taking responsibility for the welfare and safety of staff, volunteers and public in contact with Forward Trust To ensure processes are harmonised to avoid duplication and maximise effectiveness across departments. To provide a good level of service to all visitors to Forward Trust ensuring that they receive a positive experience. To ensure that the telephone is answered in a timely, courteous and professional manner. Departmental Management To take on other tasks and responsibilities as deemed appropriate by Head of Facilities Management To assist the Head of Facilities Management in Health and Safety duties, act as a Fire Warden/First Aider Quality and Safety To ensure that information governance policy is adhered to. To assist the Head of Facilities Management in ensuring facilities are available for safe disposal of equipment and data files across the To support the Head of Facilities Management in ensuring administration policies, procedures and appropriate service level agreements are adhered to and provide demonstrable Value for Money with preferred suppliers used, quotations analysed and financial threshold requirement met. To administer the booking of training/meeting rooms and catering requirements as required. To book travel/hotel accommodation on behalf of Forward Trust staff. To ensure that the office contacts information is regularly updated. Feedback obtained from visitors and other stakeholders is acted on. To order and maintain adequate supplies of stationery for Forward Trust head office To ensure that adequate catering supplies are available for head office To support teams on arrangements for office events and ensure good quality of service. To ensure that the Facilities and Administration spreadsheet is kept up to date. To undertake or assist with routine tasks such as photocopying, filing and mail outs. To open and distribute incoming post, ensure that all outgoing mail is franked and ready for collection as well as co-coordinating and dealing with all deliveries and collections To filter all incoming mail to the general info email box and forward as appropriate. To be responsible for ensuring that the reception area/main office is kept clean and tidy at all times. Raise POs and complete cheque/BACS/credit card requisition forms, as they relate to the administration department and assist the finance department in processing these. Other To undertake any other duties that may from time to time may be reasonably requested We are looking for a 25 hour Facilities/Head Office Administrator role. We welcome applicants who would like to work part-time and where possible will work with you to accommodate flexible working patterns. As theFacilities/Head Office Administrator you will be adept at using multiple systems, able to work at a fast pace with excellent attention to detail. You will support the work of the wider team as well as being the welcoming face of Head Office. Training and development opportunities Flexible working Simply Health Cashback Scheme (Optional) Season Ticket Loan Scheme Cycle to work scheme Crisis Loan Scheme (subject to criteria) Electric Car Scheme (subject to criteria) 3 x Wellbeing Days (pro rata'd for part time employees) Access to Blue Light Card 25 days (rising to 30 with length of service) Annual Leave plus Bank Holidays Contributory Pension Scheme – Employer matched contributions of up to 6% in the first two years’ service and up to 9% thereafter Death in Service Payment (2x annual salary) Critical Illness Insurance (subject to qualifying criteria) Qualifications Essential Educated to GCSE grade C or above in English and Maths or an equivalent or advanced level. Experience of working with Microsoft Office systems especially Word, Excel and Outlook. Experience Essential Ability to work effectively under pressure Ability to work on own initiative Ability to work as part of a team or individually. To perform the core functions of the job role. To engage effectively with the client group, as applicable. To liaise effectively and co-operatively with colleagues. To have the willingness to explore, in a non-defensive manner, areas needing development. To produce good quality report writing/written work. To have the willingness to comply with Forward Trust policies, procedures and terms & conditions. To have good time keeping and attendance. To meet agreed targets and objectives. To have good general and overall conduct and presentation. To carry out all tasks with professionalism and in accordance with Trust’s policies particularly those on Diversity, Information Governance, Safeguarding and Confidentiality. Use a high level of communication skills written and verbal to foster partnerships. To represent Forward Trust to staff in a confident manner. Offer an efficient, friendly and professional service to all employees across the organisation and all external customers. Show a commitment to the work of Forward Trust and to be trusted to act with integrity and honesty. Assist in ensuring the department is meeting all targets of the business plan Desirable One years’ experience in an administrative role in a busy office environment. Personal commitment to equality and inclusion Awareness of Equality, Diversity, Information Governance, Safeguarding, Health & Safety and Confidentiality policies Skills/ Knowledge Essential An organised, methodical working style and an ability to work independently; Personal resilience and willingness to deal robustly but tactfully with opposition. Desirable Knowledge and understanding of the charitable sector and in particular it’s admin requirements. Knowledge and understanding of the criminal justice system.