Job Description

Job Title: Facilities Coordinator

Salary:

Up to 28,000 -30,000 per annum, dependent on skills and experience

Location:

Hybrid across 3 counties (Oxfordshire, Hertfordshire and Gloucestershire)

STATEMENT OF PURPOSE

:

Guideposts is a UK based charity working with people in local communities to help them access the support, opportunities, and skills they need to overcome social challenges, improve their wellbeing and change their lives.

We run a range of services that are focused on helping people to achieve their potential regardless of their circumstances. We connect people together so that they can experience the joy that comes from friendship, activity, learning, purpose, and occupation. We love what we do, and we love seeing people flourish.

Many of the people we support come from the most disadvantaged groups in our society, including children and adults with additional needs and disabilities, people with mental health problems, older people with dementia and other neuro-degenerative conditions, and the families or carers of all these groups. We believe that all people should be equally valued and have an equal chance to live the best life possible, that is why we do what we do.

Together we are the Guideposts community, helping each other to achieve better wellbeing

PURPOSE OF ROLE

The purpose of this role is to be accountable for the successful delivery of office and facilities management for all our Charity sites. Working in partnership with other departments to support a pleasant, safe, legal and appropriate working environment. Communicating with our service leads to ensure that they can access and can operate from premises that are well managed.

This position is a central role where the individual is an ambassador for Guideposts Trust delivering excellent customer service to colleagues, our clients, contractors, support workers and external stakeholders. Demonstrating positive, proactive professional engagement in line with the values of Guideposts.

KEY RESPONSIBILITIES

As a facilities coordinator you will be responsible for:

Office Management

We operate across five sites in Witney, Stroud and Watford. This role would cover all these sites.

(N.B. some of our sites are on multi levels in old buildings with no lifts and one outdoor wellbeing site)

Meeting and greeting visitors including contractors onsite and ensuring that they sign in and are settled appropriately Managing the upkeep of the office environments, ensuring that it is tidy and that the team is maintaining a clear desk policy. Ensure that the office and the team are maintaining infection controls across all sites Management of all services incoming to the offices i.e. water, power, waste collection, shred on site, including ordering supplies and setting up collections To act as the point of contact for environmental issues in relation to the offices Central general office management, adequate stocks of basic necessities, office stationery and cleaning supplies Upkeep of Invoice Authorisation process for office related expenses by entering invoices on to central spreadsheet and liaising with Finance team where necessary Managing incoming and outgoing post; organising couriers when necessary General administrative tasks such as filing, compiling reports, updating policies and procedures, managing meeting room bookings Administrative support for the shared tasks with the finance team such as the assets register and the supplier's log Support the onboarding of new members of staff by arranging key stakeholder induction sessions and booking relevant training Ensure all staff understand the health and safety and fire safety measures in the office Liaise where appropriate with the office admin across all Guideposts offices/ sites Oversight of office keys and access to the office- changing key safe code quarterly Management of document storage and archiving Support with events Support with internal communications at the offices Support with the outdoor wellbeing hub upkeep

Property Oversight in Liaison with the Service leads to manage Guideposts properties:

Manage Guideposts Properties) by:

Acting as main site contact for third party contractors Ensure maintenance on all facilities equipment and plant is up to date Organise maintenance visits for all sites Monitor and complete regular H&S checks for all sites (monthly visits required) Ensure the correct number of staff are fire warden and first aid trained Liaison with landlord/agents Managing and coordinating the cleaners and overseeing general maintenance suppliers Regular visits to check on cleanliness and if anything needs addressing Maintenance of inventories for properties Take meter readings and send them to the utility company. Liaise with external maintenance e.g. Gardening/guttering Ensure site security by completing an audit of site processes at least annually e.g. safety locks Ensure external signage in properties is up to date Ensure appropriate safety checks are performed and documented Property- dos and don'ts, how to report issues, local amenities etc Oversee accommodation charges for the properties with finance In collaboration with the Health and Safety Coordinator oversee and manage the Health and Safety & Fire Safety requirements for the properties including signage, and instructions Ensure that actions from risk assessments are implemented

Health And Safety:

Responsible for Health & Safety matters in the office and also the accommodation reporting to the Service Managers, Health and Safety Officer and SMT on a monthly basis. Ensure that all new office-based team are made aware of Health and Safety matters relating to the office and home working including sharing of relevant policies Manage the master compliance spreadsheet - keep up to date and ensure that all checks and procedures are completed at each site for owned and leased properties Lead coordination of annual Peninsula site visits in collaboration with service leads. Ensure timely completion of resulting reports and implementation of recommended actions. Maintain and update health and safety documentation in line with Peninsula guidance. Act as the primary liaison with Peninsula for ongoing compliance and support.

Responsibilities For IT Equipment:

Oversight of IT equipment in the office by maintaining a list of all equipment Support for new employees requiring equipment and logins Liaison with our phone provider including set up of on call diverts Working with HOIT and Finance team to support the roll out of equipment Support the ongoing management of the equipment (for leavers including returns) Support new staff with IT set up

EXPERIENCE, QUALIFICATIONS, SKILLS, AND PERSONAL REQUIREMENT

S

Degree in relevant field or equivalent training (Health, Social Care, OT/Physio etc, or Business based if includes experience of working in client facing environment) Minimum Five years post qualification experience Training (or equivalent, transferable experience) in one or other - Mental Health/Learning Disability/Dementia Care Experience in Senior Management or Leadership Experience of working with boards or committees Proven ability to lead and motivate a team Experience of or training in Health or service delivery-based work, and evidence of management of clinical leadership, standards, and risk management Experience at a strategic and financially accountable, operational level, preferably in the voluntary health, or social care sector Proven experience of supporting senior colleagues and managing staff Proven experience of strategic and services planning Project planning and monitoring experience at a strategic and operational level Proven experience of dealing with partnership organisations and funding bodies

OTHER DETAILS

Hours of work: 37.5 hours per week (Mon - Fri)

Travel requirements: Travel is an essential part of this role and will be required across all service locations. A full UK driving licence is mandatory. You must also hold Class 1 Business Insurance to cover work-related travel.

All staff are ambassadors for Guideposts and as such may be required from time to time to assist managers and fundraising in the promotion of Guidepost and its work.

All staff have a responsibility to look after the Health and Safety not only of those people who use our services but for themselves and their colleagues and should follow Guideposts Health and Safety Policy and Procedures.

Guideposts is an Equal Opportunities employer.

This job description is not exhaustive but is provided to assist the post holder to know and understand the main duties of their role. Responsibilities may be subject to review and may be varied in emphasis depending on operational requirements. It may be amended from time to time in discussion with the post holder.

How to Apply

Please visit our website https://guideposts.org.uk/opportunities/ to view the full job description and complete an application form and email to careers@guideposts.org.uk

Should you have any queries, concerns or would like further information please email us on careers@guideposts.org.uk

Job Type: Full-time

Pay: 28,000.00-30,000.00 per year

Benefits:

Additional leave Company pension Health & wellbeing programme Referral programme Sick pay
Licence/Certification:

Right to work in the UK (required)
Work Location: In person