Toshiba Europe Ltd
Facilities and Administration Officer
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Department: Administration
Location: Cambridge Science Park
Employment Type: Full-time
Role Purpose
The Facilities and Administration Officer is responsible for supporting the efficient, safe, and effective day-to-day operation of the Cambridge laboratory.
Acting as a key point of contact for employees, visitors, suppliers, and contractors, the postholder will ensure that operational requirements are managed efficiently, appropriate records and compliance standards are maintained, and employees are provided with a professional and well-organised working environment.
The role requires someone who is highly organised, proactive, and able to manage a varied workload, balancing routine responsibilities with unexpected operational requirements.
Key Responsibilities
Office & Administrative Support - 30%
- Provide front-of-house support, including answering incoming calls, welcoming visitors, and managing visitor access.
- Coordinate taxis, post, couriers, deliveries, and shipping requirements.
- Maintain appropriate stocks of office, kitchen, and workplace supplies.
- Process administrative requests and maintain accurate records and documentation.
- Provide general administrative and operational support across the business.
Purchasing & Supplier Coordination - 25%
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- Review and authorise purchase orders, check details for accuracy, issue approved orders to suppliers, and process goods receipts and associated GR records within Sage.
- Liaise with suppliers and researchers to resolve queries and monitor outstanding orders.
- Maintain accurate purchasing records.
Facilities & Contractor Management - 15%
- Coordinate maintenance, repairs, and servicing across office, laboratory, and external areas.
- Manage day-to-day relationships with contractors and facilities service providers.
- Monitor building services and ensure facilities issues are identified and resolved promptly.
- Maintain relevant facilities and contractor records.
Health, Safety & Compliance - 20%
- Support site health and safety activities, including workplace inspections, laboratory patrols, and compliance checks.
- Maintain key H&S documentation, including risk assessments, COSHH records, and statutory records.
- Coordinate fire safety, emergency preparedness, and contractor compliance, including RAMS and inductions.
- Act as a designated Fire Warden and First Aider.
Reporting & Events - 10%
- Prepare and maintain facilities, H&S, compliance, and operational reports.
- Support Annual and Half-Yearly reporting requirements.
- Coordinate company and employee events, including Summer Events and Kick-off Meetings.
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Essential
Skills and Experience
The Successful Candidate Will Ideally Demonstrate
- Previous experience within a facilities, office administration, operations, or similar role.
- Strong organisational skills with the ability to manage multiple priorities simultaneously.
- Experience of working with suppliers, contractors, and service providers.
- Good administrative skills with strong attention to detail and accuracy.
- Confidence in dealing with employees, visitors, and external suppliers at all levels.
- Ability to work independently, use initiative, and take ownership of issues through to resolution.
- Strong written and verbal communication skills.
- Good working knowledge of Microsoft Office applications, including Outlook, Word, and Excel.
Desirable
- Previous experience supporting workplace health and safety activities.
- Experience using Sage or a similar finance/purchasing system.
- Experience working within a laboratory, scientific, technical, or regulated environment.
- Knowledge of risk assessments, COSHH, RAMS, and contractor management.
- First Aid and/or Fire Warden training.
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