Job Description

Job Title: Post Room / Facilities Assistant

Department: Business Services and Solutions: Facilities

Band Reports to: Post Room Supervisor

Department Overview

The Facilities Department provides a service to over 1250 Staff within One Housing. The Facilities Team is responsible for the maintenance of offices, Schemes where the business is located and delivering a high quality service to all One Housing staff, to ensure a functional, safe and clean workplace environment.

Job Overview To provide a friendly, professional and reliable service to all customers within and across One Housing.

Assist in delivering a high quality Facilities and Mailing services to all One Housing staff.

To ensure all mailing / Postroom requirements and day to day running of facilities department are met.

To comply with all OHG Health and Safety requirements to ensure a functional, safe and clean workplace environment is maintained throughout.

Role Outputs/Performance Indicators

 Order and replenish all stationery when required  Responsible for all postage requirements  Contact Royal Mail to ensure bags and other items are stocked when required  To liaise with Royal Mail to arrange collections of post  Assist in providing administrative services to the FM team at all offices including coding invoices using PIP  Provision of professional service to all internal and external customers.  Successful co-ordination of all office repairs and annual servicing.  Ensuring all office waste collections are completed within required timescale.  Assist with the development and maintenance of systems and procedures to ensure effective building security.  Assist in coordinating provision of cleaning contracts  Coordinate and assist with all internal and external furniture moves and office reorganisation  Weekend/Evening working when the business requires and any other duties that may arise within Facilities department.

Person Specification

1 Knowledge/Qualifications/Skills

 GCSE educated and relevant skills & working knowledge of Microsoft Word, Excel and Outlook  Consistent achievement of targets.  High standards of service maintained.  Awareness and commitment to providing a customer focused service  Build and maintain effective links with all customers.  Health and Safety awareness  Ensuring appropriate documents and procedures are issued and completed in required time period, including health & safety documents  Reception cover when required  Ability to work on own initiative and as part of a team

Behaviours

These are the Behaviours that we look for in all staff employed at OHG:

Collaboration – Someone/team that has the drive and energy to become more of a united workforce; has effective working relations, improved partnerships with staff, customers/residents and stakeholders and consistently champions team working. Shares their knowledge and resources to maximise opportunities and outcomes and the benefits this has brought to the organisation.

Engagement – Someone/team that proactively or creatively engages with and involves staff, customers and stakeholder groups and significantly increases levels of involvement and participation among certain groups, as well as the positive outcomes, particularly with those that were not previously participating in OHG's work.

Excellence – Someone/team that shows continual hard work, dedication and commitment and goes above and beyond the remit and responsibilities of their role on many occasions. This includes excellence in terms of customer service and cases and dealing well with difficult situations to achieve a positive outcome

Respect - Someone/team that has a feeling of appreciation for others; who has trust, openness and honesty, values the equality and diversity of colleagues and customers and has the highest of integrity and levels of esteem in self and others. They show appreciation, openness and courteousness towards other staff members, residents/customers, stakeholders and the organisation as a whole.

Ambition – Someone/team that has the flair and ability to think outside the box to come up with innovative ways to improve existing processes and ways of working. Suggestions increase efficiency, lead to cost savings or improve the service we deliver to residents or customers in another way. This also includes the personal drive and desire to grow in the organisation for self and others.

Location Budgetary Responsibility Line Management SWS Tom Montgomery Paul Monaghan

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