Job Description
Job title Facilities Administrator
Hours 37.5 hours per week
Remuneration £20,000 (up to £27,500 per annum depending on experience)
Type of contract: Permanent
Location Leukaemia Care’s offices at One Birch Court, Blackpole East, Worcester, WR3 8SG – some flexibility around working part of a day from home but otherwise a daily presence in the office is required.
Report to Chief Operating Officer (COO)
Work closely with Chief Operating Officer, Finance and Admin Team, Fundraising Administration Officer, Patient Services Coordinator and external contractors.
WHO WE ARE, AND WHAT WE DO
Leukaemia Care is the UK’s leading leukaemia charity. For over 50 years, we have been dedicated to ensuring that everyone affected receives the best possible diagnosis, information, advice, treatment and support.
We are here for everyone affected by leukaemia and related blood cancer types – such as myelodysplastic syndromes (MDS) and myeloproliferative neoplasms (MPN).
We provide information, advice and support for anyone affected, this includes patients and their friends and families too. We raise awareness of the issues impacting people affected by leukaemia, MDS and MPN, and campaign to fix them. We are driving early diagnosis, raising public awareness, improving services and ensuring access to effective treatments.
How do we do this? We have a wide range of services aimed at patients and their loved ones from diagnosis and beyond. Our support services range from nurse-led helplines, support groups and free-of-charge medical information to access to paid counselling, grants for those feeling the financial strain of a diagnosis and providing buddies so people always have somebody to talk to who have experienced something similar to them. We encourage you to have a read of our website and find out all the ways we support from diagnosis and beyond.
Crucial to our work is raising awareness of leukaemia as a blood cancer and the importance for early diagnosis. Leukaemia can be difficult to spot as the symptoms are similar to many other common conditions. Unfortunately, most people are not aware of the signs of leukaemia and this leads to diagnosis being delayed, which can worsen outcomes for patients.
As well as working to educate the general public through our #SpotLeukaemia campaign, we are working closely with our colleagues working in front line medical services to ensure they have the most up-to-date information on diagnosing leukaemia. We know that by raising awareness and working to educate health care professionals, we can save lives and improve outcomes. Mattia explains the importance of this work in this video - Spot Leukaemia simply saved his life.
Overview
Leukaemia Care is looking for an experienced facilities administrator to look after its offices in Worcester but also to provide support to employees nationwide across the organization to work effectively from the office, home and other remote locations such as hospitals.
We currently have 50 employees working a variety of patterns growing to 64 in 2023 and up to 93 over the next 18 months. All will need support with equipment, IT, and health and safety to work effectively so you will work closely with the HR and Admin Officer.
You will be responsible for the reorganization of our offices at One Birch Court alongside a reorganization of our IT and telecoms in 2023 to ensure the charity’s growth is supported. To date, our first floor has been rented out but due to the charity’s expansion, we are moving to occupy the whole building in 2023. The offices comprise of two floors with a car park on a business estate on the outskirts of Worcester.
You will work closely with the Fundraising Administration Officer and the Patient Services Coordinator to ensure general office admin is covered off in your absence and administration is coordinated across the charity.
Duties and responsibilities
Liaise closely with the COO alerting them to any potential issues in good time along with solutions for consideration.
Responsible for all facilities maintenance including IT, telecoms, health and safety and fire safety.
Work with the COO to inform the annual update of the organizational strategy ensuring we budget for any facilities, IT or telecoms upgrades.
Facilities maintenance at One Birch Court
Ensure that facilities meet all government regulations and environmental, health and safety, and security standards by arranging all necessary maintenance to uphold this.
2. Liaise with Lansdowne Rodway Estates on all issues to do with service charges and estate management including keeping them updated with emergency contact details.
3. Perform weekly inspections of the building for any maintenance issues and action as appropriate.
Act as the out of hours emergency contact for the security alarm and Lansdowne Rodway ensuring the list of back up contacts is also up to date.
Support the COO and Governance Officer with the annual update of the charity insurances providing them with all necessary information.
Maintain an up-to-date calendar of all maintenance.
Maintain an asset register of all equipment.
8. Draft documents and procedures for key activities to develop and maintain a facilities manual.
General Office administration
1. Act as the first point of contact for visitors to the office and incoming phone calls.
2. Organise and maintain all documentation to do with facilities management ensuring it is always up to date and ready for inspection.
3. Source a minimum of three quotes for any works or supplies required, evaluate the quotes, and make a recommendation to the COO.
4. Arrange lunch/refreshments for meetings.
5. Ensure the office is kept clean and organised and set expectations and guidelines for staff on their responsibilities towards maintaining order and cleanliness.
6. Ensure the clear desk policy is adhered to by all employees.
7. Maintain general office stationery stock levels and place orders requested from the various other departments and distribute upon delivery. Ensure competitive prices for all items purchased.
8. Maintain kitchen and office consumables.
9. Open and distribute incoming post, scanning any post for remote staff into their scan folders.
10. Arrange courier collections and deliveries.
11. Frank outgoing post– weighing and calculating costs for postal items and topping up the credit on the franking machine as and when needed.
12. Take responsibility for updating the daily sign in sheet - monitoring and reporting any attendance issues arising to the HR and Admin Officer to action.
13. Coordinate meeting room bookings.
14. Book rail and air travel for employees as and when needed using the charity accounts.
15. Maintain secure disposal of confidential waste and data.
16. Maintain a list of assigned security fobs and keys.
Health and safety
Test fire alarm, fire doors, checking the fire extinguishers and emergency lights as per regulations.
Organise, execute and document the annual fire evacuation drill.
Organise the annual health and safety risk assessments and implementing any recommendations liaising with Leukaemia Care’s competent person for health and safety.
Organise the annual fire risk assessment and implementing any recommendations liaising with Leukaemia Care’s competent person for health and safety.
Conduct risk assessments for all roles in partnership with managers and ensure these are kept up to date.
Conduct VDU risk assessments for all new employees alongside regular updates.
Ensure LC has sufficient employees on site trained in First Aid and as fire marshals to cover all working days.
IT and phones
Oversee the IT and telephone communications systems for the organisation, including the appointment of service support contractors and suppliers, purchasing hardware, software and network equipment, the upkeep of the network and ensuring data is backed up and held in accordance with the Data Protection Act principles.
Resolve day-to-day IT matters liaising with our IT providers.
Resolve any issues with our office phone lines, broadband and helpline ensuring continuity of service.
Source quotes for work and/or purchasing new equipment.
Maintain all IT equipment ensuring any obsolete equipment is securely disposed of.
HR
Liaise closely with the HR and Admin Officer on ensuring new employees have the correct equipment to work from home and in the office if necessary.
Provide new office-based employees with an induction into working in the office such as using the photocopier, completing purchase orders etc.
Liaise closely with the HR and Admin Officer to process leavers ensuring equipment is returned and access to Leukaemia Care’s systems and offices is revoked.
Conduct any driving licence and business insurance checks for employees using their personal cars on charity business.
General
In addition to the specific duties and responsibilities outlined in this job description, all Leukaemia Care employees should be aware of their specific responsibilities towards the following:
- Uphold the values of the charity and to not behave in a manner that is likely to bring the charity into disrepute.
- Adhere to all health and safety and fire regulations and to co-operate with the charity in maintaining good standards of health and safety.
- Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role.
This job description is not exhaustive. It acts as a guide and may be amended to meet the changing requirements of the charity at any time after discussion with the post holder.
If you have any questions, please contact: jobs@leukaemiacare.org.uk
Person specification
Skills / Abilities - essential
Highly organised, able to prioritise and to work on own initiative but knows when to escalate a problem to the COO.
Capable of managing multiple responsibilities and able to deliver to deadlines.
Understands the importance of confidentiality.
Takes a pride in their work and understands the positive impact a well-run office has on the morale and functioning of a busy charity.
Constantly strives to improve how things are done.
Diplomatic with good communication and interpersonal skills.
Confident and assertive – able to resolve any minor issues arising in the office from employees failing to comply with basic rules.
Good attention to detail keeping meticulous records.
Identifies problems and suggests well-reasoned solutions.
Confident drafting documents and procedures
Knowledge and understanding – essential
Highly IT literate (MS Office, Teams, GoogleDocs, Zoom)
Implementing new phone systems.
Using CRMs
Knowledge and understanding – desirable
Understanding of blood cancers.
Asana – project management tool
Raisers Edge NXT database
Qualifications, training and education - essential
Relevant experience and/or professional qualification
Qualifications, training and education – desirable
Degree (2.1 or 1st preferred) in a relevant subject
Experience
Facilities administration including liaising with remote workers on administrative matters.
Managing health and safety.
Liaising with IT and telecoms support and able to understand proposals.
Drafting documents and procedures.
Other requirements
A good team player – able to link in and work well with a range of people within the organisation.
Ability to manage own workload.
Able to work flexibly to meet the needs of the role with sufficient notice.
High levels of motivation, when working alone or with a team.
Revised: February 2023
Why it’s great to work at Leukaemia Care
As well as the satisfaction of knowing you improve the lives of people with leukaemia, blood cancer, we also offer the following:
- Pension scheme with NEST - we will match employee contributions up to 7% of qualifying earnings
- Life Assurance (also known as death in service benefit) of four times annual salary
- Employee Assistance programme
- Cycle to work scheme
- Enhanced sick pay (as set out in our staff handbook)
- Bereavement leave of up to three days paid leave should the need unfortunately arise
- Five “duvet days” – a proportion of annual leave that can be taken with no advance notice, subject to work commitments, to support mental health
- Eye tests and glasses contribution
- Flu jab for all employees who are ineligible to receive a free one on the NHS
- Annual leave of 33 days including 8 bank holidays, rising by 1 day for each complete year of service up to a maximum of 36 days (for full-time staff, pro-rata for part-time staff)
- Additional discretionary annual leave between Christmas and New Year
- Free onsite parking at our offices in Worcester
- Headspace subscription
- Induction training and ongoing training to help you deliver your role
- Staff social events – in person and online to ensure all employees have an opportunity to get involved
- A staff representative that employees can confidentially feedback to about any issues or concerns
We will also ensure that you are supplied with the right equipment for the job and to work safely - this may include a laptop and mobile phone, as well as equipment to make your working day as comfortable as possible. If the job requires it, we also reimburse pre-approved travel expenses.
Job Types: Full-time, Permanent
Salary: £20,000.00-£27,500.00 per year
Benefits:
- Casual dress
- Company pension
- Cycle to work scheme
- Flexitime
- Free parking
- Life insurance
- On-site parking
- Sick pay
- Wellness programme
Schedule:
Ability to commute/relocate:
- Worcester, WR3 8SG: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in Worcester, WR3 8SG
Application deadline: 09/05/2023
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