Job Description for

Office/Facilities Administrator

1.         Post and DX duties

               Outgoing

a.  Ensure that outgoing post is franked and ready to be collected by the postman by 4.30  If required take post/DX up to post office directly.

b.  Make sure that post is set at 1^st or 2^nd class as required by the business and that staff are aware of the difference of costs and times with regard to special delivery and recorded delivery.

            Incoming

a.  Ensure that incoming post is sorted and given to the appropriate member of staff. 

b.  Ensure that post/DX is collected from the post office either by car or on foot if the post office is not delivering.

2.         Facilities Issues

a. Book car parking spaces for staff and liaise with Hugh/Sam as necessary.

b. Make sure Boardroom and meeting rooms are kept clean and tidy, the Boardroom cupboard has enough glasses and cups and set up video conferencing when needed.

c.  Ensure that recycling bins around the office are emptied when full and taken to the appropriate recycling unit.

d. Shredding – make sure shredders are cleared and all confidential shredding is carried out or bags are secured with cable ties if awaiting shredding.

e.     Make sure any issues with the toilets are dealt with and liaise with Hugh/Sam escalating to Linda/Catherine as required.

f.     Make sure the following are working correctly:

·         Air con units in meeting rooms

·         Bell on reception is working

g.  Ensure that printers are filled with paper and printer areas are tidy.

h.  Check supplies of tea and coffee in the offices.

i.   Empty dishwashers in the mornings and keep kitchens (including kitchen cupboards) tidy.

3.         Security/Visitor Issues

a.    Take photos of new staff and create security passes.

b.    Where possible find out from Angie and Lorraine when visitors are coming in and try to be available on reception to greet them/ask them to sign in/make tea/coffee.

4.         Health and Safety

a.  Carry out daily H&S checksheet as detailed by Linda.

5.         Other Admin Duties

a.    Help Christina with binding board packs

b.    Updating directory on the intranet

c.    When possible take incoming calls on the main Barbon line