Office And Facilities Manager in North East

Coquet Trust is a values-led social care organisation delivering exceptional, person-centred support for people with Learning Disabilities, Autism Spectrum Disorders, Mental Health Conditions and Complex Needs. We are seeking an experienced and strategic Head of Transformation & Change Management to help shape Coquet Trust's future and strengthen our ability to adapt, grow and innovate within an evolving social care landscape.

MAIN DUTIES

As an Office and Facilities Manager, you'll ensure that best practices are followed within an organisation, to achieve maximum efficiency and the most suitable working environment for its employees and their activities. You’ll be involved in strategic planning and day-to-day operations, particularly concerning buildings and premises. Likely areas of responsibility include:

• Building and grounds maintenance
• IT hardware and software liaison - contract management
• Cleaning
• Catering and vending
• Health and safety for the Head Office facilities
• Procurement and contract management
• Security
• Space management
• Utilities and communications infrastructure

Role duties include:

• Prepare documents to put out tenders for contractors
• Project manage, supervise and coordinate the work of contractors
• Investigate the availability and suitability of options for new premises
• Calculate and compare costs for required goods or services to achieve maximum value for money in line with CT tendering policies
• Plan for future development in line with strategic business objectives
• Manage and lead change to ensure minimum disruption to core activities
• Direct, coordinate and plan essential services such as I.T reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
• Ensure the Head Office buildings meet health and safety requirements and that facilities comply with legislation
• Keep staff safe
• Plan best allocation and utilisation of space and resources for new buildings, or re-organising of current premises
• Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies
• Coordinate and lead the reception staff
• Use performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement
• Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences.

RECEPTION AND OFFICE ADMINISTRATION - SUPERVISION OF THE OFFICE ADMINISTRATOR

Oversee the Office Administrator's delivery of front-of-house and reception services, ensuring visitors, staff, interview candidates and people attending inductions, training or meetings are welcomed, signed in and directed appropriately. Ensure reception arrangements cover incoming deliveries, telephone enquiries and call routing, the management of shared and departmental inboxes, incoming and outgoing post, and the day-to-day organisation of the reception area. Oversee the maintenance and replenishment of reception equipment and supplies, including the franking machine, ID card and visitor-pass printers, photocopiers, water machine, office stationery and kitchen consumables. Ensure the staff sign-in system, visitor records, ID badges and lanyards are updated appropriately for starters and leavers, and that relevant starter and leaver information is passed to IT or other responsible teams. Oversee the monthly ordering and distribution arrangements for PPE and stationery across Trust locations, including order processing, preparation of stock for collection, and the maintenance of appropriate office stock levels. Ensure meeting rooms, training rooms and the reception diary are coordinated for interviews, inductions, training, meetings and events, including room set-up, printing and copying support, catering, refreshments and clear-down arrangements. Oversee the administration of new-starter and leaver process, IT requests, password-reset requests, head-office contact lists, PWS and next-of-kin spreadsheet updates, consent-form uploads and other required administrative records. Ensure mailshots, surveys and bi-monthly newsletters are prepared and distributed as required, and that reception information folders and relevant office records remain current. Oversee the receipt, sorting, storage, rotation and authorised disposal of archived records received from Trust locations, in line with Trust procedures and information-governance requirements. Ensure appropriate front-desk support is available to staff and managers, including printing and equipment queries, and coordinate the logging and escalation of maintenance or other office issues. Provide appropriate management cover and continuity arrangements for front-desk administration during the Office Administrator's absence and ensure delegated cover for the Manager's routine tasks is clear and controlled.

FACILITIES, BUILDING SERVICES AND HEALTH AND SAFETY

Oversee the planning, delivery and recording of building and grounds maintenance, repairs and internal cleaning, following up contractor performance and outstanding defects. Manage space allocation and office-movement requests, coordinating changes to workspaces and facilities to minimize disruption to Trust activities. Manage building security arrangements, including access, cameras and alarm systems, and ensure issues are escalated and resolved appropriately. Manage the schedule, completion records and follow-up actions for statutory and planned servicing and testing, including air conditioning, burglar and fire alarms, fire extinguishers, emergency lighting, lifts, PAT testing, boiler servicing and other scheduled building or safety checks. Ensure weekly fire-alarm and panic-button tests are completed and recorded, with any faults or concerns promptly escalated and addressed. Manage facilities-related contracts and utilities, including phones, tablets and IT-related services, waste, copiers, security, landscaping, window cleaning, lifts and pest control, monitoring service standards, costs and renewals. Ensure Head Office facilities meet applicable health and safety requirements and that risks, incidents, remedial actions and compliance records are appropriately managed.

IT, EQUIPMENT AND ASSET CONTROL

Act as the first point of contact for Head Office IT issues and requirements, including access to folders, equipment concerns and requests for advice, liaising with the IT provider and relevant colleagues as required. Maintain oversight of the full lifecycle of internal and external IT equipment, from receipt and allocation through tracking, return, storage and authorised disposal, with accurate asset records. Control and record the distribution of Trust equipment, including tablets, outreach and staff phones, laptops, PCs, monitors, docking stations, printers and other office or concierge equipment. Coordinate the preparation of equipment and required login or access arrangements for new starters, and ensure equipment is retrieved, access requests are actioned and records updated when staff leave. Ensure equipment faults, repairs, replacements and maintenance requests are logged, monitored and followed through to resolution.

GOVERNANCE, INFORMATION AND EXECUTIVE SUPPORT

Manage the flow of information and required uploads on IVAN, ensuring information is organised, accurate and submitted in line with agreed processes. Proofread, maintain a record of, and upload Coquet Trust policies, coordinating updates and ensuring the correct versions are available. Organise and circulate bi-monthly meeting dates and arrangements for both in-person and Microsoft Teams meetings. Provide administrative support to the CEO and Trustees, including acting as PA support and attending Trustees' meetings to take minutes as required. Create, maintain and review departmental standard operating procedures (SOPs) to support consistent and efficient working practices. Ensure administrative records and information flows are handled securely and in accordance with Trust policies, confidentiality requirements and applicable information-governance obligations.

PROCUREMENT, EVENTS AND SERVICE IMPROVEMENT

Lead departmental and Head Office procurement, ensuring requirements are identified, options and costs are compared, value for money is achieved, and Trust tendering and purchasing procedures are followed. Plan and coordinate Head Office events and functions, including facilities, room arrangements, equipment, catering and other logistical requirements. Monitor the quality, timeliness and cost-effectiveness of reception, facilities and contracted services, using performance information to identify and implement improvements.

BENEFITS

• 5.6 weeks annual leave.
• Hybrid Working
• A supportive culture that puts people at its heart.
• Paid training, upskilling and career development opportunities.
• Long service cash awards.
• Early salary draw down system.
• Employee discount (Blue Light Card).
• Referral programme.
• Occupational sick pay.
• Employee assistance programme.
• Company pension.
• Driving lesson sponsorship scheme.

We want lifelong partners in our organisation to come on the journey with Coquet Trust.