Facilities and Administration Officer

Job Title:    Facilities and Administration Officer

Team:  People

Location:   London Bridge – office based (4 days per week)

Contract:   Permanent

Hours:      35 hours per week (open to flexible or part-time working)

Salary:     Band 3 (Circa £30,000 pa)

About us

Since 1935, we’ve been doing everything we can to make sure everyone everywhere can enjoy nature on foot. We lead the way, and the walks, for a community of over 100,000 walkers. And we help thousands more every year find their feet out in the open to boost their wellbeing naturally.

The Ramblers is a charity dedicated to removing barriers so everyone can enjoy walking in green spaces and to preserving and improving hundreds of thousands of miles of well-loved paths, tracks, and trails across England, Scotland, and Wales. We're committed to campaigning to keep our countryside open to all and to fight for the things that matter most to walkers.

Purpose of Role

This role will be responsible for supporting the Director of People in delivering all aspects of Facilities across the Ramblers offices. The role will also provide administration support for the People and other teams across Ramblers.

The team is a centre of excellence and a resource that drives and supports the organisational strategy and work of other teams by:

• Providing a fantastic people experience
• Attracting and retaining high calibre people
• Embedding our culture and values in all elements of our work
• Growing and developing our own people
• Rewarding and recognising our people appropriately
• Being conscious of our environment

The role

This stand-alone role will be crucial in ensuring our Facilities function runs smoothly, making sure our offices are great places to work, to collaborate and connect.

Managing the daily operations of our London office, proactively resolving problems and creating a sense of ‘one’ organisation through your interactions and communications with colleagues.

The role will be a central resource providing administrative support to teams across the organisation as required.

Facilities Management

• Maintain and regularly review all office related service contracts, which can include lease arrangements, security, utilities, stationary, maintenance, refuse and cleaning, photocopies and other office equipment. Ensuing value for money and an excellent delivery of service.
• Responsible for fostering a safe and positive working environment in Ramblers offices, including completion and compliance with risk assessments, implementation of health and safety recommendations and ensuring all colleagues are aware of their own responsibilities.
• Ensuring our offices have the necessary equipment and resources to enable people to deliver within their roles.
• Taking the lead in creating and reviewing appropriate health and safety policies applicable to our work and there is a clear process for recording and reporting.
• Work collaboratively with other teams, identifying and embedding a health and safety learning culture across the organisation.
• Hold responsibility for our archiving and inventories and regularly review our fixed asset register.
• Manage relationships with external stakeholders, including recycling, couriers, landlords, office equipment suppliers etc.
• Support (when needed) office relocation, refurbishment, maintenance and expansion projects, engaging with staff and external contractors.
• Ensuring that communal areas and the meeting rooms are laid out as required, so they remain fit for purpose and in a fully prepared state

Administration support

• Supporting the coordination of meetings or organisational events in conjunction with the relevant team lead.
• Administration of external suppliers, processing of invoices and coordination of courier services across the organisation.
• Support the delivery of a fantastic onboarding to new starters
• Provide administration support to the People team on designated projects and activities
• To manage the input and maintenance of facilities and people data on relevant systems, ensuring that records are accurate, updated and errors identified and resolved
• To ensure the information available on SharePoint is accurate, user friendly and changes recommended to deliver an enhanced user experience for Facilities.

Undertake such other duties as may be required of the post holder by the Ramblers.

The person

Qualification

• Desirable to hold a recognised facilities management or Health and Safety qualification or equivalent proven experience

Knowledge and Experience

• Proven ability to provide a customer focused service
• A knowledge of Microsoft Offices packages, and have a good level of numeracy and literacy

Experience of managing facilities in an office environment.

Skills and Leadership

• Proven communication both written and verbal
• Understand and able to work with confidential information
• Ability to manage assigned tasks in an efficient and timely manner and renegotiate deadlines where required

Personal Attributes

• Proactive, organised and able to work under pressure, whilst maintaining excellent attention to detail.
• Exceptional interpersonal skills, demonstrating professionalism in all dealings
• Able to adapt and be flexible to changing priorities and seek assistance when under pressure

The Ramblers promote diversity and welcome applications from all sections of the community.

Values and Behaviours

Our values are the core principles that guide us daily in our work and our membership of the Ramblers. We all share the passion that walking is for everyone and by living our shared values we can ensure the Ramblers is an organisation to be proud of. Our values will earn trust for the Ramblers brand which will allow us to open up a world of walking opportunities for even more people.

Inclusive – We make everyone feel welcome and part of the Ramblers community. We make sure we all feel respected and accepted and know our contributions make a difference in achieving our mission.

Inspiring – We strive to inspire people through the way we act and the things we say. We channel our passion and ambition, so others are moved to help us achieve our mission.

Empowering – We empower and encourage each other to make a positive contribution to our teams and the Ramblers. We do all we can to make sure everyone has the ability, and feels confident, to take action.

Responsible – We take responsibility for ourselves and those around us seriously, by always acting in a safe and supportive way. We care about the environment and make sure we do what we say we will do.