Job Description & Person Specification s9

Job Description & Person Specification

Receptionist & Facilities Assistant

Location: London, N1

Hours: Monday – Friday, 8.30am – 5.30pm

Reporting to: Facilities Manager

Salary: £22,500 p.a.

Department: Facilities

Contract: Permanent

Background

Business in the Community is a business-led charity committed to shaping a new contract between business and society. We have over 30 years’ experience forging better relationships between business and society, driven by a unique collaboration of business leaders. We stimulate action by challenging and supporting thousands of businesses to create a fairer society and a more sustainable future - through our local, national and international campaigns.

Business in the Community is one of The Prince’s Charities, a group of not-for-profit organisations of which The Prince of Wales is president. www.bitc.org.uk

Purpose of Job

Act as first point of contact for all visitors in a friendly and professional way. Manage Front of House including answering all incoming calls via main switchboard, deliveries, post and housekeeping.

With Facilities Manager ensure all building services are fully serviced and in good working order, ensuring minimum down time.

Provide training and support to teams using office equipment. Provide administration support and assistance to Facilities Manager. In absence of the Facilities Manager act as first point of contact for all building related matters and respond accordingly.

Main Responsibilities / Accountabilities:

Front of House – Reception:  Act as first point of contact for all visitors to Shepherdess Walk Office  Answer incoming calls to main switchboard. Deal with enquiries and transfer calls / messages to relevant persons  Liaise with IT regarding switchboard name, number and team changes and report any faults  Sort the incoming post daily  Manage Reception rota. Provide training and arrange cover in times of absence, team meetings etc  Overall responsibility for Courier contract including benchmarking exercises to ensure best service and price and dealing with contract disputes  Overall management of room booking system. Booking core meetings. Assisting with finding meeting space and moving meetings when necessary  Order lunches for teams

Housekeeping  Ensure Front of House maintains the highest possible standards of tidiness at all times  Ensure the appropriate corporate brochures are displayed in reception and refill when necessary  Ensure prompt collection by staff of all items delivered  Each day distribute the milk between each building and fill up kitchen supplies  Monitor milk deliveries and amend when necessary

Facilities  First point of contact for all office services and building related issues.  Liaise with appropriate service provider to arrange repair, ensuring downtime of services is kept to a minimum  Responsible for safe keeping of all building keys  Manage the car parking booking system and monthly recharges  Liaise with cleaners and report any issues to FM Manager  Develop New Starter to Shepherdess Walk procedure

Contracts  Day to day management of the following FM contracts:  Blackberry and mobile contract  Photocopier contract  Stationery, Business Card & Name Badge contract  Franking Machine contract  Offsite storage contract Duties include: dealing with service provider regarding faults and repairs, ordering supplies, stock checks, updating records, dealing with staff enquiries and providing operator training to staff

Environmental

 Ensure items are recycled according to WEEE Regulations:  Blackberry & mobile device  Light bulbs  Toners  Enter monthly energy and water usage and waste monitoring information on to the Walk the Talk monitoring form

Health & Safety

 Adhere to security procedures and know how to respond in the event of a building related emergency  Know how to operate the fire alarm and security alarm systems  Book First Aid and Fire Warden training for volunteers  Attend First Aid and Fire Warden training  Order first aid supplies when necessary

Finance

 Produce monthly recharging reports for franking, reception rota, car parking and food ordering  Prepare Facilities invoices for authorisation

Cover and Support

 Arrange reception cover for holidays and other events as necessary  Notify the manager or a colleague by 0730 in the case of absence due to illness or emergency so that alternative cover can be arranged  Act in absence for the Facilities Manager  From time to time, the job holder may be required to work longer hours. Advance notice will generally be given in this case. Time off in lieu is agreed with the line manager

Other  Ensure that health and safety requirements are met in the areas for which the jobholder is responsible.  The post holder may be required to carry out other duties that are reasonably to be considered as within the scope and purpose of the job and the aptitudes of the job holder.

This job description reflects the current requirements of the post. As duties and responsibilities change and develop due to changes in organisational and other circumstances, so the actual duties and responsibilities will vary from the particulars of this job description.

Person Specification

Knowledge  An interest in responsible business would be desirable. Experience  Experience of dealing with the public face to face and over the phone Skills  Good organisational, planning, prioritisation and time management skills  Ability to work well within a team as well as independently  Strong communication and skills  Experience using MS Office applications Behaviours  Recognise the implications of working within a charity  Act in accordance with Business in the Community’s values: o Focus o Passion o Collaboration o Pioneering o Integrity  Demonstrate flexibility and open mindedness  Give feedback and support Instructions to apply

Applications should be in the form of a full CV and supporting letter outlining how your skills and experience meet the person specification for the post. Please submit your application by completing the form below. We also accept applications by post to Human Resources Team, 137 Shepherdess Walk, London, N1 7RQ.

Closing Date: 28th November 2014 midnight

Interview Date: TBC

When will you hear from us

You should expect to hear from us within 3 weeks from the closing date, letting you know whether or not you have been selected for an interview.

We regret that we are unable to provide feedback to applicants who have not been shortlisted due to the volume of applications we receive. Employee benefits

Annual leave Business in the Community offers employees 25 days annual leave each year, and our holiday year runs from January to December. This rises on a sliding scale to a maximum of 30 days after 10 years’ service. Employees can also "buy" more holiday entitlement or "sell" days unused.

Pensions We operate a Group Personal Pension scheme, which employees can join after three months' service. Business in the Community will contribute up to 5% of salary providing the individual contributes a minimum of 2.5%.

Season ticket Loan We offer interest-free loans for annual Season Ticket Travel to all staff.

Childcare vouchers Business in the Community participates in the HMRC recognised Childcare Voucher salary sacrifice scheme. Our provider is currently Edenred.

Cycle to work scheme We also participate in the HMRC Cycle loan scheme.

Employee Volunteering Employees are encouraged to volunteer in their local communities. You will have the opportunity to take part in volunteering activities with your team whilst working in Business in the Community and we will also allow you two days additional paid leave to volunteer in work time.

Life assurance Payment of four times the annual salary will be paid to the estate of any individual in the event of death while they are employed at Business in the Community.