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Job Title: Facilities and Operations Support Assistant
Employer: Hands Together Ludlow
Salary: £25,547.00 per year (pro rata £11,678 per year)
Hours: 16 per week – Monday, Wednesday, Thursday and Friday 9am-1pm
Contract: Permanent
Location: HTL office Ludlow
Start: As soon as possible
Job Summary
The postholder will be responsible for developing robust operational processes and maintaining key records across areas including health and safety, food safety, facilities management and planned preventative maintenance. They will undertake practical research to identify cost-effective suppliers, organise works and services, and ensure the organisation remains compliant with statutory and organisational requirements.
This role requires an exceptionally organised, proactive and detail-oriented individual who enjoys creating efficient systems, maintaining accurate records and finding practical solutions to operational challenges. The successful candidate will be confident using Microsoft Office, particularly Excel, to develop trackers, logs and monitoring systems that support effective organisational management.
TO APPLY FOR THIS ROLE PLEASE DOWNLOAD, COMPLETE AND RETURN THE RECRUITMENT PACK AVAILABLE HERE https://bit.ly/4xebWRO
Facilities and Premises Administration
· Provide administrative support for the day-to-day operational management of the Hands Together Ludlow premises, helping to ensure a safe, welcoming and well-maintained environment for staff, volunteers, service users and visitors
· Track and arrange planned preventative maintenance, servicing, inspections and repairs for the building and equipment
· Liaise with contractors, obtain quotations, arrange works, monitor completion and maintain accurate records
· Support procurement of equipment, furniture, consumables and facilities-related supplies, seeking value for money and sustainable purchasing wherever possible
· Maintain accurate asset, equipment and warranty registers.
Compliance, Health & Safety and Food Safety
· Develop and maintain a comprehensive Premises & Compliance Calendar to ensure statutory inspections, servicing and compliance activities are planned and completed on time
· Maintain accurate records relating to health and safety, food safety and facilities management
· Schedule statutory servicing including, but not limited to, fire safety systems, emergency lighting, PAT testing, electrical inspections, gas safety, pest control, refrigeration servicing and other compliance requirements
· Maintain compliance records including COSHH, first aid equipment, accident reporting, maintenance logs, contractor records and risk assessment action plans
· Support the development and review of Personal Emergency Evacuation Plans (PEEPs), risk assessments and emergency procedures
· Support with routine premises inspections, reporting any defects or concerns promptly to the Chief Operating Officer.
Operational Systems and Administration
· Develop, implement and maintain robust operational systems, procedures and records that support the efficient running of the charity
· Create and maintain spreadsheets, trackers, databases and monitoring systems using Microsoft Office, particularly Excel
· Maintain digital and paper filing systems, ensuring records remain accurate, secure and accessible
· Produce reports and operational information to support monitoring, planning and decision making
· Coordinate operational actions arising from meetings and ensure agreed actions are tracked and completed.
Research, Procurement and Continuous Improvement
· Research suppliers, contractors, equipment and services, presenting recommendations that balance quality, value for money and organisational need
· Identify opportunities to improve operational processes, increase efficiency and strengthen compliance
· Keep up to date with developments in facilities management, health and safety and operational best practice, undertaking training where appropriate.
Executive and Operational Support
· Provide operational support to the Chief Operating Officer to assist with the smooth running of the organisation
· Support the planning and administration of organisational projects, building improvements and operational initiatives
· Work collaboratively with colleagues to ensure operational systems effectively support service delivery across the charity
· Undertake other duties appropriate to the level of the post, as reasonably requested by the Chief Operating Officer.
General
· Demonstrate a commitment to the values, vision and objectives of Hands Together Ludlow
· Maintain confidentiality and comply with GDPR and organisational policies at all times
· Participate in supervision, appraisal, mandatory training and continuous professional development
· Contribute positively to a culture of kindness, professionalism, collaboration and continuous improvement
· Promote equality, diversity and inclusion in all aspects of the role.
These duties are illustrative rather than exhaustive and may evolve as the organisation continues to develop. The postholder will be expected to undertake other duties appropriate to the level and purpose of the role.
Core Areas of Ownership
· Premises Compliance Calendar
· Planned Preventative Maintenance Programme
· Contractor & Supplier Register
· Health & Safety Compliance Records
· Food Safety Records
· Asset Register
· Facilities Maintenance Log
· Operational Action Tracker
· Premises & Operations Manual
· Building Compliance Dashboard
TO APPLY FOR THIS ROLE PLEASE DOWNLOAD, COMPLETE AND RETURN THE RECRUITMENT PACK AVAILABLE HERE https://bit.ly/4xebWRO
Pay: £25,547.00 per year
Benefits:
- Company pension
- Discounted or free food
Ability to commute/relocate:
- Ludlow SY8 1RU: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Administrative: 2 years (required)
Work Location: In person
