Administrator, Facilities Operations

Closing Date:

Group:

Management Level:

Job Type:

Job Description:

Please note that this role will close at 00:01 on Monday 2 February and therefore we advise getting your application in by no later than midnight on Sunday 1 February.

About Ofcom
 

As the UK’s communications regulator, we’re delivering vital work that helps keep the UK connected and shapes the future of how we’ll stay connected with each other.
 

Our work covers everything from phones and broadband, through to TV, radio, the postal service, and wireless devices. We’re also taking on the challenge of making the online world a safer place. And we need people of all backgrounds, skill sets, and experiences to help us achieve our goal of making communications work for everyone.
 

The purpose and scope of the role
 

To deliver a range of operational services to provide an excellent customer and workplace experience in Riverside House and the N&R’s. The role is varied and provides agility so that the team can flex with business needs to deliver a best in class service.
 

Your Key Responsibilities

• Delivery of a best-in-class Workplace experience service (working with two other colleagues).

• Ensure flexibility of resourcing across activity and service to ensure collaboration, efficiency and excellence in service delivery.

• Coordinate the Facilities Helpdesk, including classification and triage of tickets using Service Now, Stakeholder engagement, planned and reactive maintenance.

• Deal efficiently with relevant helpdesk tickets, email enquiries and phone calls.

• Room booking management, including room booking administration, appropriate room setup including furniture layout reconfiguration, room inspections, visitor journey, hospitality co-ordination, stakeholder engagement and room usage reporting.

• Coordination of Furniture and resource asset management register and carrying out periodic inspections.

• Coordination of any furniture moves &disposals, ensuring they are carried out efficiently (liaising with the Management team and outsourced contractors).

• Overview of stationery ordering for remote offices and ensuring stationery at business centres on each floor at London office are tidy and well stocked.

• Coordination of incoming post & parcels; this includes sorting and distribution or scanning and emailing to colleagues based in other locations as appropriate.

• Coordination of outgoing post & parcels, this includes support packing, collection of outgoing post, franking, advising on weight (where a courier is required) to meet the daily pick-up time.

• Support stakeholders with delivery porterage and storage as appropriate.

• Bulk orders for photocopying, printing, binding, laminating, or scanning are finished within timescales agreed with users.

• Carry out regular building inspections ensuring that prerequisite standards are retained and reporting protocols followed.

• Carry out periodic furniture inspections across the London office.

• Coordinate with Catering & ICT and others to ensure that all rooms meet the hosts requirements.

• Carry out quality inspections and audits of all meeting rooms and the Mezzanine event space under the guidance of the Workplace Operations Manager and Senior Property and Facilities management team.

• Ensure that business centres are replenished with stationery and kept tidy.

• Order stationery for the building via ordering portal. Monitor stationery purchasing from other business buyers via the ordering portal.

• Coordination with key stakeholders to ensure they are aware of business card purchasing process via the appropriate portal and escalating any issues to Management.

• Carry out ad-hoc requests and projects that are in line with your skill and capability as requested by the Senior Facilities Management team.
   

The skills, knowledge and experience you’ll need for success.
 

A successful colleague will have the following skills and experience:

• Evaluating problems - Identify and solve issues by using well-thought-out strategies. Consider different angles and potential solutions to resolve concerns.

• Executing Plans - Organise tasks and set clear goals, managing resources wisely, while keeping an eye on progress.

• Forming relationships - This involves building and nurturing positive relationships with people inside and outside the organisation.

• Harmonising work - Work effectively with others, creating an honest team environment and sharing valuable information and resources. This includes understanding the wider Property and Facilities Management service teams and working with them to deliver a world class service.

• Embracing change - Remain flexible in the face of change, anticipating and adjusting to shifts.

Inclusivity Statement

Ofcom has a clear mission: to make communications work for everyone.  To be able to deliver on this, we want our organisation to reflect the diversity of background, experience, upbringing and thought that exists across the UK.  We aim to recruit from the widest pool of candidates possible – no matter your social background, age, ethnicity, sexual orientation, gender, or disability. We also warmly welcome applicants who are returning to the workforce after a break – for whatever reason. If you have taken time away and are ready to rejoin, we look forward to reviewing your application.

Where positions are listed as full-time, we remain open to reduced hours, part-time arrangements, job shares, and other flexible working options. From day one, we champion flexible work arrangements to accommodate individual needs. You can read more about our Rewards, Benefits and Well-being on our careers page.

Our recruitment processes prioritise accessibility and inclusivity. If you need adjustments, information in an alternative format, or prefer to apply in a different way, please contact us at [email protected] or call 0330 912 1378.

As a Disability Confident Leader, we offer interviews to disabled applicants who meet essential criteria for advertised roles. Learn more about this scheme here.  https://careers.ofcom.org.uk/careers/how-we-hire/