Office Management

Office & Site Manager (Full Time)

Office Management Department | 38 hours | £DOE



Closing date : August 04, 2017

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Becoming part of the Peopleís Postcode Lottery team!

This is a fantastic opportunity to join a forward-thinking, dynamic organisation where we understand that people are our greatest asset. Perhaps that’s why our team voted us one of the Sunday Times Top 100 small companies to work for in 2016! Our core values are fun, sharing, courageous and sustainable which are reflected in everything we do.

We recognise and reward hard work and performance, offering a variety of benefits and career progression opportunities. This includes a generous pension and private healthcare scheme, an above average holiday allowance, discounted gym membership and fresh fruit in the office! We encourage you to spend 2 days each year volunteering with our charity partners and we are committed to investing 4% of salaries into training each year.

What do we do?

As the world’s top fundraising private charity donor in 2016, giving back to good causes is our mission. We manage multiple society lotteries promoted by different charities supporting a wide range of causes. Since 2005, our players have raised more than £212.8 million for over 2,800 charities and good causes across Great Britain and internationally.

Role Summary

The role is fast paced where no two days are the same, therefore you will be able to prioritise effectively, whilst being proactive and with excellent attention to detail. You will lead the Office and Site team in delivering a seamless service to our guests and team member’s in line with the culture of the organisation. You will take great pride in ensuring that that the offices are presentable at all times.

 

Key Activities

Line management
  • Line management for the Office and Site team currently consisting of 2 receptionists, 1 administrative assistant and 1 maintenance technician.
  • Ensuring we remain compliant in all areas and that a friendly, efficient service is provided to guests and team members.
  Building maintenance
  • Liaising with all departments ensuing their facilities needs are met by your team
  • Maintaining relationships with landlord and factors to ensure that all requirements are communicated and met
  • Ensuring that People’s Postcode Lottery’s office areas are presentable at all times, arranging any repairs as necessary
  • Set and review a regular maintenance plan, ensuring building maintenance is carried out
  Cleaning
  • Overseeing the work carried out by our contractors and ensuring this is up to standard
  • Ensure that all kitchen / drink prep areas are kept clean
  • Arrange and oversee quarterly deep cleans
   Catering and Vending
  • Update preferred suppliers list for catering and vending, ensuring best value for money
  • To ensure that your team order all catering such as breakfast rolls and team lunches and that this is set out in the hub
  Health and Safety
  • Main point of contact for all health and safety matters
  • Review and update health and safety policies and procedures, ensuring that they are observed and records are kept up to date
  • Ensure regular fire testing is carried out
  • To ensure the risk register for your department is up to date and accidents are registered
  Procurement and Contract Management
  • Maintaining office contracts ensuring that these provide value for money, as well as being in line with People’s Postcode Lottery’s code of conduct
  • To consider cost implications in relation to the provision of employee benefits / facilities
  • To review and sign off on all contractor and supplier invoices, managing the office and site budget
  • ordering office furniture, including DSE
 
Security
  • Ensure that security cover is provided and the building itself is secure.
  • Respond to out of hours calls as necessary and ensure that there is a security attendant onsite as necessary
  Space Management
  • Liaise with all departments to ensure that their current needs are met and work with them to plan for any future fluctuations in team size, ensuring all new starts have desk space set up.

Required Skills

  • Multi skilled team management experience.
  • Previous experience in a similar role.
  • A knowledge of health and safety legislation.
  • An excellent communicator both verbally and written.
  • Ability to co-ordinate and deliver multiple tasks.
  • Highly skilled in areas of Microsoft Office (Excel, PowerPoint, Word)
  • A high level of attention to detail.

Personal Attributes

  • A quick learner, who thrives on working in a fast-paced environment.
  • Extremely organised, able to work methodically and independently.
  • Approachable, friendly with a positive outlook and a ‘can do’ attitude.

Additional Information

Whilst the core hours of the role will be 37.5 hours per week, worked Monday – Friday 9am – 5:30pm, working out with these hours will be required at times, where necessary time will be given in lieu.




 

 

 

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More information?

For questions about this vacancy or more information about careers at Peopleís Postcode Lottery, please contact us.

Brigid Hawkes Smith - People's Postcode Lottery

Brigid Hawkes Smith

HR Advisor