Description Job Title: Contracts and Facilities Officer Contract Type: Permanent Salary : £37,232 per annum Working Hours: Full time 35 hours per week Working Pattern: Monday to Friday- Hybrid Location: Arlington House, London If you share our values and are excited about making a significant impact at Riverside, please ensure you attach a current CV and covering letter. At Riverside we recruit to potential not just on skills and experience, so we encourage you to apply even if you don't meet all the essential criteria on the job description. The difference you will make as a Contracts and Facilities Officer You will be responsible for the day-to-day operations and office management of the Arlington and Millwall offices. The Contract & Facilities Officer helps our staff to get as much as they can out of their office facility, assisting them in meeting their requirements and business objectives. The aim is to help the staff function effectively by providing a safe, efficient, and comfortable working environment for them. The Contract & Facilities Officer is also concerned with office support services including, security, cleaning, health and safety and environmental regulations. All these services have a direct impact on the users of the office space. There will also be a requirement to visit other Riverside offices in the London area to undertake compliance checks and support with wider FM related duties. About you We are looking for someone with Experience of working within the office and facilities management Educated to GCSE level or equivalent Good working knowledge of Microsoft Word, Excel and Outlook Good inter-personal skills Ability to coordinate and direct repair and cleaning teams. Why Riverside? (One Housing is a part of Riverside) At Riverside, we’re a housing association with a difference – enhancing the everyday for all our customers. For 90 years, we’ve been revitalising neighbourhoods and supporting communities by providing the homes they need to live full, fulfilling and rewarding lives. We have a portfolio of over 75,000 affordable residential and retirement homes across the UK. Our work ranges from homelessness services to social care, employment support to retirement living, and we need the best people on board to help us. Working with us, you’ll enjoy: Competitive pay & generous pension 28 days holidays plus bank holidays Flexible working options available Investment in your learning, personal development and technology A wide range of benefits Diversity and Inclusion at Riverside: We are inclusive. At Riverside, we value diversity in all its forms. We foster a workplace where all individuals are respected, empowered, and heard. Our commitment to inclusivity drives our success and enriches the lives of our customers and colleagues. Riverside is a Disability Confident Employer and operates a Guaranteed Interview Scheme for any applicant who declares they have a disability. If the applicant meets the minimum requirements for the role (as set out in the role profile and/or person specification) they will be guaranteed an interview. This role also falls under our Ethnic Diversity guaranteed interview scheme. If you are Ethnically Diverse and demonstrate you meet the minimum criteria for the role you will be guaranteed an interview. Applications may close before the deadline, so please apply early to avoid disappointment. Role Profile Act as a point of contact for contractors coming into the Arlington and Millwall offices. Build and maintain strong working relationships with key internal and external stakeholders of the business. Maintain accurate records and assist with any enquiries as they relate to management of the offices/buildings. Supervise the Facilities Management Assistant (FMA) based at the Arlington office and provide cover for the role as and when required. Lead on, and ensure, Health and Safety and Fire Safety compliance of the offices is maintained to the highest standard. Lead on, and ensure, that Legionella and Portable Appliance Testing (PAT) is carried out as required. Manage office facilities tasks within Arlington and Millwall offices. Review contracts and contractor performance regularly to ensure that value for money and high standard of service are consistently achieved. Oversee the Health & Safety - Work Station Assessments within Arlington and Millwall offices. Be responsible for safe keeping of office and building keys, access cards and codes, as applicable. Ensure an effective process is in place for storage and management of incoming and outgoing keys. Assist FMA with sorting, distribution and management of incoming and outgoing post including mail franking when required. Ensure that office buildings are kept secure and assist with arranging access to offices as required. Act as a First Aider and a Fire Marshal in the event of an emergency. Provide assistance in maintaining video security - assist in arranging installations, maintenance and call out arrangements of intruder alarms, fire alarms and access/security control systems within offices. Develop and implement adequate security procedures relating to access, office contents and staff. Oversee contract security in conjunction with the security company out of hours call out. Arrange for office repairs and maintenance to be carried out to appropriate standard and for regular annual servicing of appliances to be carried out. Deliver appropriate training to staff and other users of offices as required. Effective budget management, including reporting and delivery of service within the budgetary allowance. Responsible for ensuring compliance with data standards in line with GDPR and other Data Protection legislation and to resolve data quality issues when identified. Person specification Knowledge, Skills and Experience Essential Experience of working within the office and facilities management Educated to GCSE level or equivalent Good working knowledge of Microsoft Word, Excel and Outlook Good inter-personal skills Ability to coordinate and direct repair and cleaning teams Ability to work individually and as part of a team Ability to work under pressure to meet deadlines and deliver projects on time i.e. office relocations Ability to be flexible over working times as some out of hours cover maybe required at times Awareness and commitment to providing great customer focused service Ability to build and maintain effective working relationships with all staff, contractors and other internal and external stakeholders Awareness of Health and Safety aspects within office environment Clear understanding of L8 Regulations Knowledge of current legislation, regulation and best practice and the ability to use this knowledge to develop staff and services Desirable • Previous experience of office and facilities management • Knowledge of fire alarm systems and evacuation procedures within office environments • Good written and verbal communication skills • Experience in procurement and negotiation of service contracts • Budget responsibility and management Professional Qualifications or Memberships • First Aid trained (desirable) • IOSH Health & Safety certification (desirable) • BIFM member (desirable)