Facilities & Administration Support Co-Ordinator

• Locations

  Northampton, NN6 0JH

• Salary

  £25168.00 plus access to staff benefits

• Sector

  Admin & Customer Service

• Type

  Permanent

JOB DESCRIPTION

Job Title: Facilities & Administration Support Coordinator

Reports to: Head of IT, Facilities & Infrastructure

Department: Property, Fleet, Facilities & IT Department

Location: The Grange, Earls Barton

Job Purpose

Based at Community’s Conference Centre, The Grange, (Earls Barton) and within the Property, Fleet, Facilities & IT Department, the Facilities & Administration Support Coordinator (FASC) will be responsible for a variety of duties that ensure the operation and upkeep of The Grange and overarching administration functions. Reporting directly to the Head of IT, Facilities & Infrastructure, the FASC, working alongside members of the IT Department and The Grange’s Caretaker / Groundskeeper, will maintain a reception area and assist with the booking and preparation of events, courses and functions. The role also encompasses overarching administration functions including mail merges, postal distribution and dispatch and basic IT installation.

Responsibilities will include:

The Grange Reception Desk & Event Coordination Support

• Serve as the first professional point of contact for visitors, delegates and members.
• Oversee the management of incoming calls, emails, and other communications efficiently.
• Coordinate appointment / event / diary schedules and training room / meeting room bookings.
• Assist The Grange’s Caretaker / Groundskeeper with preparation and planning of events.
• Assist The Grange’s Caretaker / Groundskeeper set up and prepare rooms for training events, meetings and functions
• Assist The Grange’s Caretaker / Groundskeeper set up & dismantle staging areas and equipment and IT for events.
• Provide on-site support (including document preparation and basic IT installation) during events to ensure they run smoothly.

Administration, Distribution & Dispatch

• Prepare, execute and oversee mail mergers for various postal distributions, including ballots and awards, including operation of Franking & Mail folding machines.
• Manage the distribution of ballots, awards, and other critical mail items.
• Maintain accurate records of all outgoing and incoming mail.
• Oversee the management of stationery & office supplies for the union
• Maintain an accurate inventory of supplies and ensure adequate stock levels are maintained.
• Coordinate with suppliers to ensure timely delivery of orders.
• Where identified, serve as the administration function for the IT Department
• Where required, be available to support administration tasks for the Executive Administrator

Miscellaneous Support (departmental, room upkeep & property)

• Low-level basic IT installation as and when required
• Support Caretaker / Groundskeeper in basic upkeep & security of rooms and grounds
• Oversee regular inspections of the facilities to identify maintenance needs and report them to the Head of Property, Fleet, Facilities & IT.
• Basic maintenance and upkeep of premises’ photocopier, franking & mail merger machines
• Flexibility to work occasional evenings or weekends during events.

Skills

• Competent IT knowledge and skills including Windows 10 & 11 OS, Microsoft Office packages, good understanding of networks
• Strong attention to detail, upkeep of records and administrative accuracy
• Good organisational and planning skills to support event coordination and planning
• Good communication and interpersonal skills with ability to engage with staff, members and affiliates
• Ability to work as part of a team and flexible approach to prioritizing tasks
• Compliance with the union’s GDPR & Confidentiality policies and practices

Personal Qualities & Understanding

• Understanding of (or awareness of) good trade union principles, beliefs & ethos
• Strong awareness & commitment to equal opportunities and valuing diversity
• A commitment to Community Vision & Mission Charter