Our aim is for everyone in the National Church Institutions (NCIs) to feel that they belong, and are valued for who they are and what they contribute. Together, our people contribute in different ways towards our common purpose, whichever NCI they work in and whatever their background.

The Office Services Team plays a crucial role in the maintenance of Church House, enabling the work of all staff and activities across the building and also supporting Lambeth Palace and Bishopthorpe when required.

As Office Services and Facilities Coordinator, you will support the Deputy Facilities Manager and the Office Services Manager to make Church House a safe and well managed environment for our staff, Corporation colleagues and visitors.

The Church of England is for everyone, and we want to reflect the diversity of the community the Church serves across the whole country. Therefore, while of course we welcome all applications from interested and suitably experienced people, we would particularly welcome applicants from UK Minority Ethnic Backgrounds and disabled people.

To support the Office services team to provide logistical, health and safety, hospitality and reception support to Church House and where applicable the wider NCIs

A comprehensive and supportive induction programme will be put in place to ensure that you have all the information, access and contacts required to learn quickly and excel in this role.

For an informal conversation please contact marcus.vanlyden@churchofengland.org

The main responsibilities for this role are:

Office Services and Facilities Coordinator

• Provide first line Office Services and Facilities support. Fully manage requests and contractor works within Office Services environment and escalate issues where required.
• Update internal stakeholders on progress of the tasks they have requested.
• Update reports to all the Office Services Team highlighting complete/incomplete tasks.

Facilities Administration

Which includes hospitality, logistics, printing services and reception

• Request all contractor/supplier documentation (including RAMS/Insurance), ensuring accurate storage of information is maintained.
• Carry out facilities duties, as requested by the Deputy Facilities Manager/Office Services Manager.
• Support the Deputy Facilities Manager, deputising on occasion as required and within agreed limits.
• Place orders, manage delivery notes and process departmental invoices.
• Manage and maintain Church House stationery stock.
• Assist with the continued growth and maintenance of the asset log at Church House.
• Manage internal post and courier services.
• Assist on the planning and delivery of small office moves.
• Log all Cash and Cheques into the accounts book and keep secure, before hand over to Accounts Receivable for banking. Making sure that all cash and cheques are signed for correctly.
• Assist in the management of the desk/meeting room booking system.
• Assist in the planning and delivery of meetings, including providing audio-visual support.
• General printing duties including production, design, digitalisation and distribution of documents.
• Regular monitoring and maintenance of MFD’s across the estate, reporting faults and arranging repairs when needed, replenishing paper, toner, waste toner and other consumables
• Ensure data handling complies fully with the data protection policies in line with GDPR
• Coordinate the dissemination of mail and carry out porterage
• Conduct minor repairs and furniture assembly as necessary.
• Cover incoming telephone calls to the NCI directing the public to the right department and managing callers of a sensitive nature. Ensuring discretion and empathy.

Health and Safety duties

• Carry our risk assessments
• Carry out inspections of communal areas
• Carry out Portable Appliance Testing (PAT) and maintain PAT register, manage defective equipment in accordance with the WEE regulations
• Carry out DSE assessments
• Maintain and manage first aid-supplies across the building
• Ensure all staff are included within the Church of England H&S portal
• Update all compliance information and paperwork on to the H&S portal.
• Carry out routine safety and health checks as directed by the Deputy Facilities Manager/Office Services Manager.

The ideal candidate should have:

Skills/Aptitudes:

• Must be highly organised and efficient; able to prioritise within multiple projects.
• Ability to work well within a small team, as well as within a wider team environment.
• Good numerical skills and IT Skills, in particular the Microsoft Office package.
• Confidence escalating issues where required.
• Able to present clear briefings to management.
• Confidence dealing with all stakeholder levels.

Knowledge/Experience:

• Experience of working safely with contractors.
• Experience in working in the facilities sector.
• Experience of dealing well with a variety of stakeholders
• Experience with a variety of operational and administrative tasks

Personal Attributes:

• Prepared to undertake small works across the building.
• Friendly and customer focused.
• Able to work on own initiative or as part of a team.
• Be tactful, respectful and able to adapt to a wide variety of situations.
• Able to maintain a high degree of confidentiality and discretion.

Education:

• Educated to GCSE standard or equivalent.
• IWFM Level 2 qualification or equivalent experience (or willing to take this qualification)
• IOSH Trained (or willing to take this qualification)
• DSE Assessor qualification (or willing to take this qualification)
• PAT testing trained (or willing to take this qualification)
• First aid at work trained (or willing to take this qualification)

Circumstances:

Whilst the NCIs are committed to wellbeing and work/life balance, given the nature of this role, the post-holder will be expected to join the team shift system, working occasional unsocial hours and being on call outside normal working hours.

Desirable:

• NEBOSH General Certificate
• ADOBE Creative Suite experience
• CAD experience

An interest in the work and ministry of the Church of England.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please click here

As a Disability Confident Leader, we actively look to attract, recruit and retain those of you who are disabled.

As a member of the Armed Forces Covenant, we welcome applications from those of you who have served in our Armed Forces and their families.

We are committed to being an equal opportunities employer and to ensuring that everyone, job applicants, customers and other people with whom we deal, are treated fairly and not subject to discrimination. We will do whatever is necessary to provide genuine equality of opportunity. We continuously review our policies and processes to support our aim to create a workforce as diverse as the nation the Church of England serves.

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