NSPCC
Facilities Assistant
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The Property department has responsibility for all real estate, facilities assets, services, and resources to enable the core NSPCC services and other supporting departments to function as productively as possible within the workplace.
The Property Department manage all aspects of the NSPCC's properties, ensuring offices have high standards of facilities, are properly maintained, and comply with legal requirements. The Property Department also manage building or refurbishment projects and constantly review the property portfolio ensuring the best possible working conditions are provided. This post is responsible for supporting the Facilities Team on Reception, in the Post Room, and any other Facilities-related services.
Job Purpose
- Provide a welcoming and efficient reception service
- To ensure that an excellent customer service experience is provided to all customer enquiries at Weston House.
- Assist Senior Facilities Assistant with day-to-day running of the post room, this includes Reprographic services, internal and external, opening post, organizing couriers and taxis, liaising with staff, volunteers, tenants, with any enquiries.
- Assist Facilities Manager and Senior Facilities Assistant with administrative tasks such as health and safety and any ad-hoc projects.
Key relationships - Internal
- The post holder will report to the Senior Facilities Assistant.
- Liaise with Receptionists.
- Postal Services Co-Ordinators.
- Assistant Building Officer.
- Health and Safety Manager.
- Other members of the Property Department.
- All colleagues that utilize Weston House and the post room services.
- Building services and other Facilities Team.
Key relationships - External
- Communicate with Visitors to Weston House.
- External contractors.
- Postal suppliers and couriers.
- Passenger cars or private hire vehicle suppliers.
- Printing suppliers.
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Main Duties And Responsibilities
Reception
- Greeting visitors.
- Managing security and telecommunications systems.
- Handling queries, emails, and general correspondence.
- Transferring calls, as necessary.
- Taking messages from callers and pass to the appropriate staff member or relevant department.
- Maintaining record books including key management and visitor signing in books.
- Managing meeting room availability.
- Follow and comply with NSPCC policy, procedures, and standards.
- Signing in visitors and contractors.
- Ensure that Reception areas and visitor areas are kept clean and tidy.
Post Room
- Open and sort postal deliveries ensuring governance is adhered to at all times.
- Support Post room with opening post following procedures, and scanning post to staff.
- Franking mail ensuring ready for collection if required.
- Support the post room team with logging maintenance call outs, and topping up of Franking Machine.
- Sign for and document any courier or postal deliveries.
- Support the Post Room team when required in booking couriers.
- Communicate with NSPCC staff around the collection of deliveries.
Any Other Job-related Duties As Assigned
- Provide administration support to Facilities department.
- Support Senior Facilities Assistant with key contractors.
- Assist with regular fire evacuations.
- Communicate with Facilities team regarding any health and safety issues within the building.
- Support Senior Facilities Assistant to make continued improvements in procedures and processes for Weston House Reception and Post Room.
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Responsibilities for all Staff within the People Directorate
- A commitment to safeguard and promote the welfare of children, young people, and adults at risk.
- To actively participate in regular department and team meetings, contributing to strategy discussions and decisions which will be beneficial to the Directorate and wider NSPCC activities.
- To be proactive in identifying ways to improve personal and team performance.
- To maintain an awareness of own and others Health and Safety and comply with the NSPCC's Health and Safety policy and procedures.
- To take personal responsibility for keeping up to date with NSPCC work to end cruelty to children, including securing updates on project and service developments and general NSPCC news.
Person specification
- Ability to communicate clearly and effectively with all colleagues and external contacts.
- Ability to respond appropriately to a wide range of callers/visitors including some who may be distressed or angry.
- Customer-focused approach to work.
- Ability to deal with reactive situations in a calm and professional manner.
- Ability to draft basic letters, emails, and excel spreadsheets.
- Ability to prioritize and organize own workload effectively.
- Good working knowledge of Microsoft Office, including Word, Excel, and Teams.
- Ability to deal with sensitive and confidential information.
- Good numeracy skills.
Join us and you'll become part of a team that cares about the work they do and the people they work with. You'll discover opportunities to grow, along with challenges and a shared purpose that'll bring the best out in you. And you'll help to make a difference that impacts millions of young lives.
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