PA, Office & Facilities Manager

At You View we strive to create a welcoming and comfortable office environment and culture that keeps our colleagues motivated, engaged and above all, happy to work with us.

We have a relaxed culture, but high standards.

This role is 100% office based in order to successfully perform the role. Working from home will be available occasionally by prior arrangement.

Our PA, Office & Facilities Manager is busy, varied role responsible for helping You View be a great place to work by:

• Providing You View leadership team and staff with an efficient business support & administration service
• Ensuring our office environment is optimised to create a safe and inspiring place for our team to do great work
• Organising staff events to create a positive, collaborative and friendly culture to drive employee engagement
• PA & Business Administration
• Provide diary management to the Exec team, prioritising complex external shareholder and customer meetings
• Co ordinating on site meetings & events including room booking, AV set up, organising visitor arrivals
• Managing all staff communications on behalf of the Exec team including stand ups, newsletters, social events
• Manage the organisation and running of our annual all staff “conference” event, summer staff party and occasional staff events throughout the year
• Provide other business administration support on occasion such as travel arrangements, conference bookings, handling expenses, writing agendas, note taking and supporting our employee committees
• Budget management
• Facilities & Office Management
• Own the commercial & operational relationship with our landlord, communicating or implementing relevant information
• Ensure proper functioning of our equipment & facilities through regular inspection & maintenance, keeping logs and fixing ad hoc issues
• Manage 3rd party suppliers providing services to YV (e. g. cleaning, maintenance services)
• Keeping up to date with best practice in facilities management and applying knowledge to improve our facilities
• Responsible for workplace layouts and occasional internal office moves on occasion
• Managing our security procedures in line with our landlord & in-house IT security team
• Part of the business continuity team, with responsibility for office related matters
• Part of the Environment Crew, responsible for this area’s contribution to lowering our carbon footprint, and providing relevant data upon request
• Health & Safety
• Be You View’s “Responsible Person” and owner of the H&S Policy.
• Responsible for ensuring the You View working environment meets all legal and regulatory standards, such as:
• Co ordinate inspections, maintenance and testing and logs (electrical equipment, fire safety systems, emergency lighting, legionnaire’s) ensuring defects are dealt with promptly
• Work with external advisors to ensure annual risk assessments are conducted and followed up and certificates issued
• Conducting relevant risk assessments when necessary
• Initiate, co ordinate and record H&S information and training
• Qualified Fire Marshall, responsible for our fire safety procedure and ensuring our fire warden provision is proportionate to workforce and risks
• Qualified First aider, responsible for equipment and ensuring our first aid provision is proportionate to workforce and risks
• Consult and communicate with employees to ensure they are informed about risks, controls and safety
• Keeping up to date with best practice in Health & Safety and applying knowledge to ensure our compliance with all regulations

Skills & Qualifications

• A recognised H&S Qualification such as IOSH Managing Safely or NEBOSH (essential)
• Level 3 or 4 IWFM qualification (preferable)
• Qualified First Aider and Fire Marshall (preferable, can be provided)
• Microsoft office suite – particularly Powerpoint and Outlook
• Behaviours
• Confident communicator – builds positive relationships, influences where needed and collaborates with people at all levels
• Great organisational skills – parts of this role require planning to meet deadlines, but much of it will be reactive, you’ll need to be handle both
• Flexible and unflappable – this role is varied and can’t be captured in a role description. They’ll be occasional moments of pressure that you’ll need to handle with judgement
• Professional, confidential and discreet

Experience

• At least 2 years working within a facilities team AND
• At least 2 years as a PA or EA supporting a corporate leadership team
• Competitive Salary on offer
• Annual Bonus
• Hybrid working model - we require all employees to come into the office 4 days per month.
• Relaxed office environment in the City of London, near Aldgate East station
• Pension Plan
• Holiday purchase programme
• Staff Discount Scheme
• Home Office Allowance up to £400 to ensure you have the right tools/equipment for setting up at home.
• Access to Learnably with an individual training budget to support your personal development & growth.
• Cycle 2 Work Scheme - Claim £2500 towards purchasing a bike/equipment.
• Employee Assistance Programme & Mental Health First Aiders
• Generous family-friendly policies

We are committed to making our selection process accessible to everyone. If you need adjustments, please contact teamrecruitment@youview. com.

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