Facilities Assistant in City of London

About Nesta

We are Nesta, the UK’s innovation agency for social good. We design, test and scale solutions to society’s biggest problems. Our three missions are to give every child a fair start, help people live healthy lives, and create a sustainable future where the economy works for both people and the planet. For over 20 years, we have worked to support, encourage and inspire innovation.

Job Summary

The Facilities Assistant reports to the Office Manager (OM) and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner, as well as being the initial point of contact for all repairs. You must also demonstrate a high level of awareness at all times and have knowledge of emergency evacuation procedures and Health & Safety. Given the nature of the works required, this is a full time site based role.

Key Responsibilities

• Ensure the delivery of Facilities Management services to a high standard.
• Identifying opportunities that will continuously improve all aspects of FM operations.
• Assist with the overseeing of external contractors in the building on a daily basis, ensuring all SLA’s and KPI’s are maintained.
• Carry out floor & meeting room checks on a daily basis, ensuring any issues are dealt with in a prompt and efficient manner.
• Managing inventory for office supplies and equipment.
• Carrying out office moves and other general ad hoc projects.
• Organisation of meetings: venue and welfare arrangements.
• Organise and maintain records for Maintenance Services.
• Act as point of contact for company departments and contractors ensuring lines of communication are maintained and regularly monitored.
• Ensure attending contractors onsite have authority to work and have provided the correct health and safety documentation to commence work.
• Record contractor activities onsite.
• Support and assist the OM and the team with administration requirements.
• Liaise with service providers and contractors to ensure regular activities are undertaken e.g. recycling, courier services.
• General health and safety duties including risk assessments, contractor monitoring and other statutory and not statutory site requirements.
• Attend training and courses as directed by the Group.
• Proactively work towards promoting a sense of pride in the facility department.
• Assist with maintaining the floors to an acceptable condition ensuring that the site is fully operational at all times.
• Assist with the local management of Environmental matters to ensure targets are met such as recycling targets.
• Record all recycling data and file transfer notes appropriately.
• Prepare for Health & Safety and Environmental audits.
• Assist with carrying out the building fire drills and ensure a maintained fire marshal system.
• Organize Fire safety training and First Aid training with staff in line with legislation.
• Ensure that Procedures are adhered to in relation to all purchase requisitions and invoices within Facilities.
• Ensure signage on site is appropriate and current at all times.
• Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures as well as general Health & Safety.
• Cover for the OM as and when required.
• Help with Event setups.
• Undertake basic plumbing, electrical and carpentry activities.
• Answer all department emails in a timely manner and ensure the inbox is managed correctly.

Knowledge, Experience and Qualifications

• GCSE/GCE qualifications in Maths and English.
• IOSH or other Health and Safety qualification desirable.
• Experience working within a Facilities environment.
• Good IT skills including Microsoft Office (especially Excel & Power Point).
• Good understanding of M&E and how to repair basic faults.
• Strong track record of managing external relationships.
• Demonstrable understanding of purchasing, invoicing & procurement processes.

Skills and personal attributes

• Excellent written and spoken communication abilities.
• A smart and professional appearance with a polite, courteous and professional manner.
• Excellent interpersonal skills.
• The ability to work under pressure.
• The drive to work proactively independently and as part of a team.
• Communication style that allows positive and open dialogue with clients and employees.
• Working style that encourages teamwork both within the role and across business functions.
• Collaborative working spirit that enhances and builds effective working relationships both internally and externally.
• The ability to multi-task effectively and prioritise workload.
• Well organised with excellent attention to detail/accuracy/prioritisation.
• A good understanding of the distribution business would be an advantage.
• A ‘can do’ attitude using own initiative, innovative and self-motivated.
• Accurate, diligent, self-motivated, focused and reliable.
• The ability to work unsupervised.
• An appreciation of clear and exact communication of detail.
• An ability to anticipate expectations and resolve issues.

What we offer

• Salary: £28,400 plus array of benefits, including private medical insurance, dental insurance, the ability to buy and sell annual leave, eyecare vouchers and more.
• Location: This role is based in London, Blackfriars.
• Term: Permanent.
• Hours: 37.5 hours.
• Reports to: Office Manager.
• Flexibility: This role is available to be a job-share.

EEO Statement

At Nesta, we believe that a diverse workforce leads to an organisation that is more innovative, more creative and gets better results. We want our workforce to represent the diversity of the people and communities we serve. We also want our workplace to be one where different experiences, expertise and perspectives are valued, and where everyone is encouraged to grow and develop. This means that when we are recruiting, we actively seek to reach a diverse pool of candidates. It also means that we are happy to consider any reasonable adjustments that potential employees may need to in order to be successful. We recognise the importance of a good balance between work and home life, so we do everything we can to accommodate flexible working, including working from home, compressed or part-time hours, job shares and other arrangements.