About this role
We are currently looking for an Office & Facilities Assistant for our central Larch Building. You will provide a welcoming, professional front-of-house service at the Larch Building and keep shared office facilities organised, supplied and ready for use.Key responsibilitiesReception and front-of-house service
- Answer the door, welcome visitors professionally and notify colleagues promptly of their arrival.
- Receive deliveries and pass them to the appropriate person.
- Maintain a tidy and presentable reception and entrance area.
- Follow Trust procedures for admitting visitors and managing access to the building.
Shared administration inbox
- Monitor the shared administration email inbox during contracted working hours.
- Review enquiries and forward or allocate them promptly and accurately to the appropriate person or team.
- Respond to routine enquiries using agreed information and responses.
- Escalate urgent, sensitive or unclear enquiries to the appropriate colleague.
- Record enquiries awaiting allocation or follow-up and flag outstanding items to the appropriate colleague.
Meeting-room preparation
- Prepare clean, tidy meeting rooms with tables, chairs, basic refreshments, stationery and routine supplies as required.
- Check and reset rooms between bookings so they are ready for use.
Communal areas
- Keep the kitchen and shared areas clean, tidy and presentable during the working day, including cupboards and work surfaces.
- Load and unload the dishwasher and put away clean items as required.
- Monitor supplies of tea, coffee, milk and other agreed kitchen items and arrange or request replenishment before they run out.
- Replenish hygiene products as required, including paper towels, toilet rolls and handwash.
- Report faults, damage, cleaning, maintenance or other facilities issues in meeting rooms and shared areas promptly.
Supplies and general office administration
- Monitor office and meeting-room consumables, replenish them from available stock and identify items that need ordering.
- Put away routine office supplies when they arrive.
- Carry out printing and copying, prepare meeting materials and distribute post as required.
- Handle emails, visitor information and office documents confidentially and in accordance with Trust procedures.
- Undertake other reasonable duties consistent with the nature and level of the post.
Person specificationEssential
The successful candidate will
- Welcome visitors confidently in a friendly, helpful and professional manner.
- Communicate clearly and accurately, both verbally and in writing.
- Be reliable and punctual.
- Organise routine tasks independently, prioritise competing requests and seek guidance when needed.
- Use email and standard Microsoft Office applications for routine administration.
- Distinguish routine enquiries from urgent, sensitive or unclear matters requiring escalation.
- Handle enquiries and complete routine tasks accurately and with attention to detail.
- Be willing to carry out practical tasks and keep shared spaces clean and welcoming.
- Handle confidential information discreetly in a Trust office environment.
Desirable
- Experience of working in a reception, office, hospitality, facilities or customer-service environment.
- Experience of working in a school, education or public-sector environment.