Office and Facilities Manager

Job Title:

Office and Facilities Manager

Days:
Monday to Friday during our core hours, in person in our busy office

Contract:

Permanent (subject to the successful completion of a 3-month probationary period)

Responsible to:
Director of Delivery

Place of work:
Salford CVS’ offices in Eccles, Salford, M30 0FN

The Office and Facilities Manager will manage wide-ranging administrative and operational support toensureanefficientofficeenvironment, provideexcellentservicestoourmembersandthe wider team, contributing directly to the delivery of Salford CVS’s priorities. You will also actively manage our physical premises. The postholder will act as Salford CVS’s Data Protection Lead (supported by an external data protection consultant) and Health and Safety Officer, and will be the main point of contact for IT, leading on cyber security and compliance.

The Office and Facilities Manager will be responsible for four members of staff.

• Manage admin staff in ordertoprovideeffectivesupportforbothinternalprogrammesof work and external meetings and events
• Take a hands-on approach, getting involved in all aspects of administration and providing cover when needed
• Overseebuildingrepairsandmaintenanceviathelandlord(Salford City Council),ensuring required repairs are reported and completed swiftly with minimum disruption to services
• Linemanagethree full-timeadministrationworkersandapart-time caretaker / facilities worker, alongside occasional placement workers,ensuringtheyhave appropriate work plans and resources to deliver their activities
• Lead on the development, implementation and management of a sophisticated room booking system for all spaces in our main office site, including the new event space, and for other room bookings as required, ensuring it is robust and efficient for both internal and external users
• Manage equipment contracts, such as printers and photocopiers, including renewals, ensuring value for money whilst meeting the requirements of our Environmental and Sustainable Procurement policies
• Manage purchasing of office equipment, stationery and other consumables, cleaning and refreshment needs - ensuring value for money whilst meeting the requirements of our Environmental and Sustainable Procurement policies

• Act as the main point of contact for IT across Salford CVS and with our external IT provider, ensuring issues are reported, prioritised and resolved promptly
• Work with the HR and OD Manager to set up and remove staff accounts and system access for new starters and leavers in a timely and secure way
• Order and allocate equipment, including laptops and mobile phones, ensuring value for money whilst meeting the requirements of our Environmental and Sustainable Procurement policies
• Manage software licences, subscriptions and organisational memberships, including timely renewals
• Maintain accurate and up-to-date asset registers for IT and other equipment
• Lead on Cyber Essentials certification and the Data Security and Protection (DSP) Toolkit, supported by our external IT provider

• Act as Salford CVS’s Data Protection Lead, ensuring compliance with UK GDPR, the Data Protection Act 2018 and Information Commissioner’s Office (ICO) requirements, including ICO registration, with specialist support and advice from our external data protection consultant
• Develop, review and maintain data protection policies and procedures, and support staff to understand and follow them
• Respond to data protection enquiries, including subject access requests, within statutory timescales
• Lead the response to any data breaches, including investigation, record keeping and reporting to the ICO where required

• Act as…