Ark is a fast-growing education charity committed to running outstanding non-selective community schools. With 38 academies open and further growth plans, this is a unique opportunity to join a thriving organisation.

Our headquarters are in central London where we have a busy office that is home to our central staff and host to a large number of visitors.  It is crucial that our offices are well managed, efficiently run and that the general ambience is aligned with our brand.

The Office Facilities Team is looking to recruit an Office & Facilities Coordinator who will coordinate all office service standards, monitor office service delivery, health & safetfy, supervision of office space as well as assist with the monitoring of all contractors and works. The newly appointed coordinator will be keen to bring their passion for process and organisation to a busy and demanding office and will assist with the implementation and creation of office operations and procedures.

Reporting in to the Estates Officer, the ideal candidate will be a proactive coordinator with demonstrable administration, problem solving and organisation skills, preferably within a busy head office environment.

The successful candidate will:

• Have strong organisational and problem solving skills with experience of  office/facilities management ideally gained in a complex, busy commercial setting
• Highly customer focused approach with a passion for ensuring a consistently great customer experience
• Be aligned with Ark’s ethos of high aspirations and high expectations of self and others.

Closing date: 11 December 2018         

Start Date: December 2018/January 2019

Location: Holborn, London

Contract: Permanent
Salary: £24,000 - £26,000, depending on experience

Please submit your application by 11am on 11 December 2018. If you would like to discuss the role, or have any queries, please contact Molly Anderson on Molly.Anderson@arkonline.org or 0203 116 0895.

Ark is committed to safeguarding and promoting the welfare of children and young people in our academies.  In order to meet this responsibility, we follow a rigorous selection process. This process is outlined here, but can be provided in more detail if requested. All successful candidates will be subject to an enhanced Disclosure and Barring Service check.

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Key Responsibilities

• Assisting Estates Officer in the implementation and creation of office operations and procedures
• Assist with the upkeep of servicing records, maintenance and inspection of all “Life Safety” systems, utilising the “Every” System (training to be provided).
• Conducting building tours for new starters and working with HR to maintain and implement the office induction process. 
• Assisting the Estates Officer in ensuring the office is in neat, safe and in good working condition at all times.
• Assist in the management of all contractors on site to ensure they perform to the required standards.
• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Responsible for ensuring we have sufficient First Aiders & Fire wardens with up to date qualifications and booking staff onto first aid/fire warden training courses.
• Ensuring staff concerns or complaints are dealt with both effectively and timely and communicated accordingly, escalating to the Estates Officer where necessary.
• Maintenance of filing systems and existing Office Management documentation including locker/storage key spreadsheets, Asset Register etc.
• Responding appropriately to urgent issues as they arise and escalating to the Estates Officer where necessary.
• Running monthly print reports and calculating department print usage to enable the Ark Finance Team to recharge accordingly.
• Coordinate the 6-monthly office and basement storage review and maintain storage inventory.
• Conduct regular audits to ensure safety procedures on site are in place and working.
• Managing the weekly handyman task list.
• Working with the Estates Officer on any workspace planning, office moves or refurb projects.
• Raising PO’s and generating new supplier forms in line with Ark’s financial process.
• Placing orders as directed by the Estates Officer.
• Maintaining and managing the Office Management intranet page.
• Deputise/provide cover for Estates Officer where appropriate and manage small office projects as where required.
• Carry out any other reasonable duty instructed by the Estates Officer and/or Head of Estates

Person Specification

• Strong administration/organisational skills – (essential)
• Strong communication skills (essential)
• Problem solving – (essential)
• Proficient in Microsoft outlook, excel and word (essential)
• Office Management experience (preferred)
• First Aid/Fire Warden trained or willingness to undertake training (desirable)
• Knowledge of office health & safety compliance (desirable)