Operations, Risk & Compliance is part of the Corporate Services team and delivers a comprehensive and high-quality support service across the charity. The Office Support Co-ordinator is a new role that will support the smooth operation of our team. The post holder will consistently deliver a high-quality service for our colleagues, supporters, and members of the public. The role will also provide occasional support to teams across Corporate Services, such as Finance, IT and HR.
The role will ensure that our premises and operational support services meet the needs of our employees, enabling them to function effectively on a day-to-day basis and provide a safe, efficient and comfortable working environment.
The post holder will be working in an evolving environment and will therefore be expected to undertake other appropriate duties as required for the effective operation of Alzheimer’s Research UK (ARUK).
This is a 0.6 FTE role and due to the nature of this role, we would require someone to be in our Granta Park office, near Cambridge, three days per week, with ad hoc homeworking.
This is a 12-month Fixed Term Contract.
Main duties and responsibilities of the role:
You will support the team to:
- Provide a robust office space, ensuring the maintenance and housekeeping of the office.
- Provide effective stores management – ensuring we have a safe, organised storage process.
- Support the Head of Operations, Risk & Compliance in a range of administrative tasks and any other relevant duties and projects in line with the responsibilities of the post.
- Provide cover for the Reception & Facilities Coordinator and ensure there is adequate Reception cover in place at all times e.g. to cover periods of absence such as sickness or holiday
- Ensure all visitors are welcomed in a professional, courteous and timely manner.
- Ensure details are recorded in the visitors’ log and issuing security passes for employees/visitors, informing Granta Park Security of ARUK visitors.
- Respond to or forwarding on general email enquiries.
- Ensure general calls are answered promptly, forwarded correctly, or screened as appropriate.
- Act as the first point of contact for couriers, deliveries, and collections.
- Manage the postal area; opening and distributing general post and preparing the daily collection.
- Monitor stationery stocks, order business cards, office supplies and ensuring stationery stock cupboard is kept in order.
- Monitor kitchen provisions and order supplies including newspapers, fruit etc as required.
- Manage the desk and meeting room booking system, Robin, and meeting room bookings.
- Preparation of office management reports on a timely basis to ensure effective utilisation of office.
- Manage door entry system and programming key entry cards.
- Keep employee vehicle details up to date on the ANPR system. Advising employees on parking procedures and assisting Granta Park with this.
- Book catering requirements for meetings/employee gatherings and lay out lunches or refreshments as required.
- Arrange taxis for visitors and making contact details available for employees to arrange their own.
- Carry out checks at the end of each working day to ensure colleagues are reminded to close windows, turn off air conditioning and clear meeting rooms.
- Contact a first aider and/or liaising with security and employees in emergencies.
- Responsible for keeping the reception area, kitchen and meeting rooms tidy and professional.
- Basic understanding of IT equipment required in meeting rooms.
- Responsible for updating relevant information on the Intranet which is generated by ARUK and Granta Park.
- Ensure the smooth operation of our equipment and services.
- Organise cleaners and window cleaners.
- Ensure the office fabric and equipment is maintained and in a good state of repair.
- Act as the point of contact for general office and storerooms, ensuring these are kept in a safe and tidy state.
- Ensure daily Fire Warden and First Aid coverage.
What we are looking for:
- Effective office management experience.
- Ability to make sound judgment calls autonomously when required.
- Demonstrates proficient organisational and administrative experience.
- Ability to prioritise and coordinate workload independently.
- Effective problem-solving skills and ability to exercise good judgment/initiative in a variety of situations.
- Ability to maintain discretion and confidentiality.
- Ability to stay focused in a pressured environment.
- Demonstrates attention to detail.
- Ability to work independently and within a team.
- Time management and ability to meet deadlines.
- Proactive with an ability to recognise and address any potential issues.
- Administrative and IT skills; Outlook Word, Excel, and PowerPoint.
- Good verbal and written communication skills – able to listen, build rapport and demonstrate influencing, negotiation and decision-making skills.
- Demonstrates organisational & administrative skills, with a helpful and approachable manner.
- Demonstrates networking and interpersonal skills and the ability to build relationships with stakeholders, employees, board members, external partners and donors.
- Receptive to feedback and demonstrates flexibility, curiosity, and an ability to learn.
- Ability to build relationships and inspire confidence and respect at all levels.
- Demonstrates and encourages ownership and responsibility; drive/motivation - has a “can-do” attitude and is committed to delivering results and strives for continuous improvement.
- Strong ethical standards and a high level of personal integrity.
- Flexibility and willingness to travel when required.
Additional Information:
Ways of working: As part of our Agile ways of working you will be required to work approximately 2 days a week from the office, which is subject to the requirements of the role and the business needs. Flexibility on where you work can be split between working from home and our office.
Roles that are classed as part of the Agile ways of working are not able to claim any costs for Mileage/Travel on Public Transport, Accommodation and/or Meals. This includes when attending the office for various meetings/events.
Our Office: Our office is at 3 Riverside, Granta Park, Great Abingdon, Cambridge, CB21 6AD.
Salary: Circa £16,800 pro-rata salary per annum (£28,000 FTE 1 salary), plus benefits.
The closing date for applications is the 14th May 2023, with interviews likely to be held week commencing the 15th May. We would encourage you to submit your application at the earliest opportunity as the closing date may be brought forward at any time. Please indicate in your covering letter if you are unable to attend an interview on a certain date.
We value diversity and are committed to creating an inclusive culture where everyone is able to be themselves and reach their full potential. We actively encourage applications from people of all backgrounds and cultures. Should you need any adjustments to the recruitment process, at either the application or interview stage, please contact us at recruitment@alzheimersresearchuk.org
How to apply:
Please create an online account using our Online Recruitment System which can be accessed through our Job Vacancies page. You will be able to attach your CV and covering letter to your application and track the status of your application.
About Alzheimer’s Research UK:
Alzheimer’s Research UK is the UK’s leading dementia research charity dedicated to diagnosis, prevention, treatment and cure. Backed by our passionate scientists and supporters, we’re challenging the way people think about dementia, bringing together the people and organisations who can speed up progress, and investing in research to make life-changing breakthroughs possible.
In 2022, we were incredibly proud to be awarded a 3-star accreditation by Best Companies which recognises ‘World Class’ levels of workplace engagement and were also listed in the prestigious Best Companies lists:
- 48th in the 100 Best Large Companies to Work For in the UK.
- 19th in the 100 Best Companies to Work For in the East of England.
- 3rd in the 50 Best Companies to Work For in the Charity Sector.
In addition, we were also shortlisted for a special award recognising the work undertaken on reducing our environmental impact.
In 2021, we were awarded the HR Management award by The Charity Times for our Wellbeing initiatives throughout the pandemic.
In 2020, we demonstrated our commitment to changing the way we think and act about mental health in the workplace and signed the Time to Change Employer Pledge.
ARUK really does look after its people, where you will be able to add value and make a difference.