View Vacancy - Corporate Services Officer (Estates and Security)

Corporate Services Officer providing support to the Office Estates Manager and Security Manager, focussed on:

• office facilities support;

• some support on security procedures, assets and paperwork;

• administration of Estates assets and record-keeping; and,

• support of Estates finance administration.

 What the jobholder is expected to deliver:

• Support Office Security team on administration of security assets, registers and logs etc., working with the Senior Security Officer.

• Lead day-to-day management of office services including:  service and maintenance contracts and raising calls, liaison with building management and contractors, office furniture (including ADA assessments/accommodations), fixtures, basement and other stores, stationery supplies and ordering and office machinery.

• Support Estates team on property records, databases, inventories and other Estates administration

• Manager of 2 x Office Assistants responsible for day-to-day maintenance, upkeep of the office, and office event/service requests.

• Information Support Officer, helping manage data and files on office IT systems, managing a public e-mail Inbox, assist Information Management Officers (IMOs) with data returns to Headquarters, help manage IT equipment inventories and purchases and support on routine IT enquiries.

• Secretary to the Office Health & Safety Committee.

• Other ad hoc Corporate Services tasks as directed by managers.

The jobholder must have an adaptable approach with a willingness to learn and work flexibly across a broad range of issues including new areas not covered above which might emerge during the individual’s time in the role. Portfolios and responsibilities can be adjusted within the UK Office so the successful candidate will be one who is flexible and open to change to their role and continuous improvement. All staff in the UK Office take on ad hoc tasks, new work which emerges unexpectedly and help other teams on work which is not part of their usual role at times of pressure and increased workload. So the successful candidate will be collaborative and willing to help others enthusiastically.

Resources managed (staff and expenditure):

Manager of 2 x Office assistants.

No budget directly managed although the role is responsible for implementing procedures and taking judgements around delivering contracts, funded services, finance processes, budget monitoring and purchasing of goods and services. The successful candidate will need to develop and be able to communicate a clear understanding of procurement and financial guidelines in the role.

• At least 3 years work experience in an office environment and with proven experience in learning policies and procedures, administering processes and working effectively to new rules and guidance, as well as demonstrating effective decision making

• Excellent people engagement skills, including a proven track-record in providing a quality service to office colleagues and managers.

• Ability to effectively communicate verbally and in writing, with internal and external stakeholders

• A high degree of professionalism, pride and attention to detail in delivering a quality and efficient service to colleagues and managers.

• Adaptable, flexible and energetic; ability to work well in a team, with external contacts, with senior managers and to show judgement in helping multiple teams and managers to work collaboratively to deliver shared tasks and help others.

• Proficient in Microsoft Windows 10, particularly Outlook, Word and Excel, and bespoke data, record-keeping, personnel and finance IT systems.

• Must be fluent in spoken and written English.