YouView TV Limited
PA, Office & Facilities Manager
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PA, Office & Facilities Manager
The Role
At YouView we strive to create a welcoming and comfortable office environment and culture that keeps our colleagues motivated, engaged and above all, happy to work with us. We have a relaxed culture, but high standards.
This role is 100% office based in order to successfully perform the role. Working from home will be available occasionally by prior arrangement.
Our PA, Office & Facilities Manager is busy, varied role responsible for helping YouView be a great place to work by:
- Providing YouView leadership team and staff with an efficient business support & administration service
- Ensuring our office environment is optimised to create a safe and inspiring place for our team to do great work
- Organising staff events to create a positive, collaborative and friendly culture to drive employee engagement
PA & Business Administration
- Provide diary management to the Exec team, prioritising complex external shareholder and customer meetings
- Co-ordinating on site meetings & events including room booking, AV set up, organising visitor arrivals
- Managing all staff communications on behalf of the Exec team including stand ups, newsletters, social events
- Manage the organisation and running of our annual all staff “conference” event, summer staff party and occasional staff events throughout the year
- Provide other business administration support on occasion such as travel arrangements, conference bookings, handling expenses, writing agendas, note taking and supporting our employee committees
- Budget management
Facilities & Office Management
- Own the commercial & operational relationship with our landlord, communicating or implementing relevant information
- Ensure proper functioning of our equipment & facilities through regular inspection & maintenance, keeping logs and fixing ad hoc issues
- Manage 3rd party suppliers providing services to YV (e.g. cleaning, maintenance services)
- Keeping up to date with best practice in facilities management and applying knowledge to improve our facilities
- Responsible for workplace layouts and occasional internal office moves on occasion
- Managing our security procedures in line with our landlord & in-house IT security team
- Part of the business continuity team, with responsibility for office related matters
- Part of the Environment Crew, responsible for this area’s contribution to lowering our carbon footprint, and providing relevant data upon request
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Health & Safety
- Be YouView’s “Responsible Person” and owner of the H&S Policy.
- Responsible for ensuring the YouView working environment meets all legal and regulatory standards, such as:
- Co-ordinate inspections, maintenance and testing and logs (electrical equipment, fire safety systems, emergency lighting, legionnaire’s) ensuring defects are dealt with promptly
- Work with external advisors to ensure annual risk assessments are conducted and followed up and certificates issued
- Conducting relevant risk assessments when necessary
- Initiate, co-ordinate and record H&S information and training
- Qualified Fire Marshall, responsible for our fire safety procedure and ensuring our fire warden provision is proportionate to workforce and risks
- Qualified First aider, responsible for equipment and ensuring our first aid provision is proportionate to workforce and risks
- Consult and communicate with employees to ensure they are informed about risks, controls and safety
- Keeping up to date with best practice in Health & Safety and applying knowledge to ensure our compliance with all regulations
Skills & Qualifications
- A recognised H&S Qualification such as IOSH Managing Safely or NEBOSH (essential)
- Level 3 or 4 IWFM qualification (preferable)
- Qualified First Aider and Fire Marshall (preferable, can be provided)
- Microsoft office suite – particularly Powerpoint and Outlook
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Behaviours
- Confident communicator – builds positive relationships, influences where needed and collaborates with people at all levels
- Great organisational skills – parts of this role require planning to meet deadlines, but much of it will be reactive, you’ll need to be handle both
- Flexible and unflappable – this role is varied and can’t be captured in a role description. They’ll be occasional moments of pressure that you’ll need to handle with judgement
- Professional, confidential and discreet
Experience
You’ll need to have enough experience to confidently handle this role on a standalone basis:
- At least 2 years working within a facilities team AND
- At least 2 years as a PA or EA supporting a corporate leadership team
Benefits
- Competitive Salary on offer
- Annual Bonus
- Flexible working
- Hybrid working model - we require all employees to come into the office 4 days per month.
- Relaxed office environment in the City of London, near Aldgate East station
- Pension Plan
- Private Healthcare
- Holiday purchase programme
- Staff Discount Scheme
- Home Office Allowance up to £400 to ensure you have the right tools/equipment for setting up at home.
- Access to Learnably with an individual training budget to support your personal development & growth.
- Cycle 2 Work Scheme - Claim £2500 towards purchasing a bike/equipment.
- Employee Assistance Programme & Mental Health First Aiders
- Generous family-friendly policies
We are committed to making our selection process accessible to everyone. If you need adjustments, please contact teamrecruitment@youview.com
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