Operations Co-ordinator, Somerset House - London, United Kingdom - WWF

WWF

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job details:

Job reference
REQ000736

Date posted
14/03/2024

Application closing date
20/03/2024

Location
London

Salary
£29,591

Package
Full-time office-based at Somerset House

Contractual hours
37.5

Basis
Full time

Job category/type
Operations Directorate

Operations Co-ordinator, Somerset House (FTC):

Job description

MAIN PURPOSE AND SCOPE OF THE JOB
The WWF Somerset House Operations Co-ordinator will be responsible for the smooth running of the office.

The post holder will also provide the Health and Safety cover (Fire Warden and First Aid) and deal with facilities matters in addition to providing some administrative support services, such as raising purchase orders.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Office co-ordination responsibilities;

Manage the office facilities to a high standard ensuring that guests and staff alike

have a great visitor and user experience

Act as main point of contact for all staff with queries on utilising the facilities
Follow and develop processes to enable the smooth running of desk and room

bookings

Liaise with the ICT and Facilities Helpdesks for servicing and maintenance logging,

and where appropriate follow their guidance to trouble-shoot and fix IT issues on
- site

Setup and troubleshoot video conference system for the high percentage of virtual

meeting participants

Handle the allocation of staff and visitor passes through liaison with the landlord's

security team and through notifying security and reception of visitors

Manage the visitor locker facility, office security and keyholding and ensure effective

processes followed for opening and locking up

Provide refreshments and catering support including all setup and clear down
Maintain the office facilities information and processes on the WWF's intranet,

Arena

Collate and maintain occupancy records and report relevant timely data
Assist with arranging other Somerset House bookable meeting facilities and events as required
Order and maintain consumables and office supplies, ensuring machinery is in working order
Hold a WWF Credit card for approved office purchases
Daily tasks such as collecting post and deliveries from the post room
Managing the consumable supplies
Raise purchase orders and manage the process for WWF UK Facilities team and any

Somerset House invoices.
Health & Safety responsibilities;

Responsible for the onsite Health and Safety in the WWF rooms, reporting issues and providing updates to the Head of Facilities
Ensure that the premises and equipment are fit for purpose, well maintained, clean and safe
Liaise with the landlord representatives regarding facilities related matters
Ensure staff complete obligatory Somerset House Health and Safety induction
Ensure staff are aware of emergency procedures
Onsite trained First Aider
Onsite Fire Warden
Attend (virtually or physically) quarterly WWF Health & Safety meetings
Maintain the first aid kit, manual and Accident Book and follow notification procedures
Follow an environmentally aware approach reporting any concerns to line manager

PERSON SPECIFICATION
EXPERIENCE, QUALIFICATIONS & KNOWLEDGE

Demonstrable track record of operating in an office coordination, front of house,

and/or facilities role

Experience in Health and Safety matters and legislation
Solid administration experience

DESIRABLE (Training will be provided to the post-holder if required)

Qualified First Aider
Qualified Fire Warden
Health and Safety training such as Office Safety
Experience of supporting videoconference based meetings

SKILLS AND COMPETENCIES

High degree of personal resilience and ability to keep a calm demeanour
Able to work independently, with good organisation and time management skills with

proven experience of working under own initiative

Diplomatic with experience of handling confidential information
Good personal presentation as the first point of contact with WWF visitors and in

building; and ability to build trusted working relationships at distance and in person
with colleagues across the UK locations

Good written, verbal and communication skills with attention to detail
Good IT and technical literacy, including experience of managing teleconference and

presentations, intranet and financial systems software
WWF-UK'S VALUES

WWF-UK's values are:
'Courage', 'Integrity', 'Respect', and 'Collaboration'. These values should be embedded in your work and behaviour, and any associated policies and processes adopted consistently.