Office and Facilities Manager

Teesside Mind; Middlesbrough; On-site; GBP 60,000 - 80,000

Job description

Job Summary

Our admin and reception team provides valuable support to our staff and volunteers and a welcoming and professional reception and customer focused service to people contacting and visiting our Lothian Road base office.

As our organisation grows and responds to the needs of people in Teesside, the demands on the admin and reception team grow and change too.

We want our new office and facilities manager to work with the team to harness the great work that the team already does and develop new ways of working, including looking at how we can use technology to meet the needs of our staff, volunteers, people contacting the organisation and visitors.

If you think you have the skills, experience and personal qualities to lead our admin and reception team in their busy and valuable work then we'd love to hear from you.

If you have skills and experience in Facilities Management and Health and Safety, your interest will be particularly welcomed.

Teesside Mind provides support & supervision, peer reflection through action learning sets, wellbeing time, access to an Employee Assistance Programme and generous annual leave entitlement of 26 days rising to 32 plus bank holidays.

Teesside Mind is a great place to work and if you want to join a warm, professional team who cares about the wellbeing of local people then this could be the place for you.

Interviews will be held on the 25th and 26th of March 2025.

Main duties of the job

To ensure the effective delivery of professional and welcoming reception and administration services at Teesside Mind.

To have operational management responsibility for building management and health and safety matters (related to building based services).

To support the Trustees and senior leadership team in ensuring that the organisation complies with its health and safety obligations.

To manage the provision of equipment and resources to staff and volunteers including IT equipment, IT support, telephone, stationery etc in line with the budget and supplier contracts in place.

Job Description
Job responsibilities
Reception and Administration

• Line manage the admin supervisors and guide, coach, and manage the reception/admin team to deliver a welcoming, professional, and effective reception and administration service.
• Lead the recruitment, induction, and ongoing support and supervision of administration and reception staff and volunteers.
• Work with the admin supervisors to ensure systems are fit for purpose, setting up new systems where required, including ongoing and ad hoc admin support to discrete teams and services.
• Develop relationships with suppliers to ensure value for money on all purchases, authorising spend within the departments budget and ensuring all purchase requests that go through admin are authorised.
• Work with the finance manager to ensure value for money and regularly review ICT and building-related contracts.
• Deliver effective line management, support, and performance management of admin/reception admin supervisors and volunteers.
• Ensure the admin supervisors proactively recruit and support volunteers into the admin and reception team, creating a welcoming environment that provides opportunity for volunteer skills and personal development.
• Coordinate and oversee minute-taking services for meetings as required, including Trustees meetings.
• Provide administrative support to the Chief Executive and Senior Leadership Team on an ad hoc basis, including drafting letters, organising meetings, and handling confidential information.

ICT and Information Governance

• Lead on the operational delivery of ICT projects for example implementing practical elements of a change to providers, introduction of new software, equipment and contracts needed for new services, maintaining equipment stock and organising replacements and repairs.
• Liaise with our ICT support providers to resolve staff and organisational ICT issues in line with the IT support contract.
• Provide support and basic training for staff and volunteers on using ICT applications as needed, including Microsoft Office and Outlook.
• Assist the Senior Leadership Team in meeting data security and information governance requirements.

Estates Management

• Manage and support the caretaker and cleaner employed by Middlesbrough Borough Council.
• Liaise with cleaning and maintenance services, with support from admin supervisors, to ensure the office is clean, tidy, well-maintained, and safe.
• Organise maintenance and repair work as needed, with support from admin supervisors.
• Contribute to discussions on the estates strategy with the Senior Leadership Team.
• Work alongside SLT to support plans to lease additional properties or end leases, including liaising with surveyors and other contracts.
• Manage the relationship with TMs Housing Management Agent and ensure their service is provided in line with our contract.

Health and Safety

• Lead on building and office-related health and safety issues, updating policies and procedures, conducting and reviewing risk assessments, and implementing control measures and testing as needed.
• Participate in the Health & Safety sub-group, supporting meetings, contributing to the agenda, and reporting on building and staff/volunteer-related issues and incidents.
• Collaborate with the Health & Safety sub-group to identify actions, advance Health and Safety plans, and monitor and report on progress and incidents.
• Provide induction training on building-related health and safety for all new staff and volunteers, with support from admin supervisors, and assist staff in maintaining safe workplaces.
• Contribute to fostering an environment and culture that enhances health, safety, and security.

Other Tasks

• Prioritise and manage own work and that of the team.
• Undertake other tasks commensurate with the position as required.
• Work within the policies and procedures of Teesside Mind at all times.
• Contribute to promoting mental health and wellbeing with staff, volunteers and service users.
• Take part in support and supervision as required.
• Take part in training and professional development activities as required.

Person Specification
Knowledge And SkillsEssential

• High standard of literacy and numeracy
• Ability to work under pressure and prioritise tasks
• Ability to work independently and on own initiative
• Communication
• Customer service
• Problem solving and sound decision making
• Careful and accurate working
• Capability and confidence in using Microsoft 365 in an office environment
• Minute taking
• Team working
• Flexible working

Desirable

• Voluntary sector
• Health and Safety

QualificationsEssential

• Relevant training to NVQ level 3 or equivalent
• IOSH Managing Safely qualification or willingness to undertake
• First Aid qualification or willingness to undertake

ExperienceEssential

• Experience of managing an admin and reception team
• Significant experience of administrative work
• People management experience
• Setting up and maintaining office systems
• Using Microsoft 365 in a workplace

Desirable

• Working with and supporting volunteers

Other Personal QualitiesEssential

• Respectful, supportive and non-judgmental approach to the people who access Mind for information or services
• Energy, enthusiasm and motivation
• Commitment to confidentiality and data protection requirements
• Commitment to Teesside Minds values
• Commitment to Equality and Diversity
• Commitment to working within Teesside Minds policies and procedures
• Willingness to work flexibly and undertake different tasks as required
• Able to travel independently to all Mind locations and to other off-site meetings or events.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details
Employer name

Teesside Mind Ltd

Address

The Mind Centre
92-94 Lothian Road
Middlesbrough
TS4 2QX

Employer's website

https://www.teessidemind.org.uk/ (Opens in a new tab)