Office Coordinator (Part Time)

Office Coordinator (Part Time)

This is a part-time role, with working hours of 25 per week, Monday to Friday, 08:00-14:00 (flexibility required).

What will you be doing?

• Meeting and greeting staff, visitors and contractors. Ensuring they are signed in on the proxy click system and issued relevant access cards as well as any forms such as confidentiality are signed.
• Keeping the Facilities system up to date with vendor and supplier details such as RAMS and Insurance documentation. Monitor and act on any helpdesk portal requests for the office.
• Managing the security door access control system, producing cards for staff, visitors and contractors. Auditing security systems and ensuring cards are deleted/records are accurate.
• Office cleaning, carrying out inspections and raise any issues with the cleaner. Arranging required holiday and sickness cover. Arranging cleaning periodicals such as window cleaning, chair cleaning and keyboard cleans. As well as any required ad hoc cleaning such as loading and unloading dishwashers after the lunch period, clearing out fridges and cleaning on weekly basis or arranging collections of confidential waste.
• Stocking the kitchen areas with consumables: Servicing the bean to cup machines, ensuring daily system cleaning and fresh milk and bean supply.
• Ensuring storage and coat cupboards are kept tidy and in best use.
• Coordinating any required visits for pest control to align with the ppm schedule.
• Checking welfare facilities are clean and functioning, reporting any issues to building management.
• Managing our meeting rooms this could include checking bookings on Eptura Engage, assist with any external meetings requirements such as refreshments/catering, ensuring rooms are kept tidy and presentable as well as occasional reconfiguration of meeting room furniture.
• Carrying out visual checks of fire fighting equipment, make sure fire escapes and walkways are kept clear.
• Becoming a First Aider and Fire marshal, ensuring the first aid kits are kept stocked and defibrillator battery and pads are in date. Ensuring First aid and Fire Marshal lists are kept up to date and arrange training when necessary.
• Carrying out DSE assessments and maternity assessments as well as personal emergency evacuations plans when needed.
• Ensuring recycling protocol is being followed and general compliance with the Environmental policy.
• Meeting with new joiners to complete health and safety training and show them around the building and office.
• Assisting staff with travel bookings via the travel booking system.
• Accepting, sorting and distributing incoming mail and process outgoing items (minimal). This may involve making visits to local Post office as necessary.
• Reconciling incoming invoices against purchase orders.
• Conducting online searches and ordering of premises and administration supplies.
• Completing any ad hoc administration assistance to the wider office.

What skills and experience are we looking for?

• An individual with previous office services experience.
• IOSH managing safely qualification.
• Good administrative skills.
• Basic IT skills. Knowledge of Excel, Microsoft Teams and Eptura Engage meeting room management and desk booking systems an advantage (Training provided).
• Flexibility of hours worked, and duties undertaken. The role involves manual handling tasks (training provided), eg lifting delivery boxes, moving furniture etc.
• Ability to work on own initiative, working either alone and/or as part of a team.

What's in it for you? For you:

• Professional study support (where applicable).
• Access to our internal Wellbeing, LGBTQ+, Multicultural and Women's networks.

For your family:

• Life assurance.
• Income protection.
• Enhanced maternity/paternity/adoption and shared parental leave.

For your health:

• 26 days annual leave (pro-rata for part-time working) plus bank holidays (most of which can be taken flexibly!) with options to buy & sell holiday.
• Private medical insurance.
• Discounted gym memberships, critical illness and dental insurance through our flexible benefits.
• Eye care vouchers.
• Cycle to work scheme.
• Digital GP services.

For your wealth:

• Competitive pension scheme.
• Discretionary bonus scheme.
• High street discounts.
• Season ticket loans.

For others:

• Volunteering opportunities.

For the environment:

• Electric vehicle salary sacrifice scheme (qualifying period applies).

LCP is committed to making our opportunities accessible to all and would welcome you getting in touch to let us know if an adjustment can be made to help with your application. This may be extra time for assessments, pre-interview site visits, interview structure or questions, or asking us about building accessibility. Whatever it may be, please get in touch via our dedicated email address - to discuss how we can support you with your application.