Administration and Facilities Manager

Location: Derbyshire

Job Purpose

To manage and develop DDCVS office, facilities, administration and business support systems so that staff, trustees, volunteers and visitors can work safely, effectively and inclusively. To support the Chief Executive and Board of Trustees with governance administration, organisational compliance, information management, policy coordination and the effective operation of digital and physical working environments.

Main Responsibilities

Facilities Management

• Ensure that all DDCVS premises and work spaces are safe, accessible, secure, well maintained and appropriately equipped.

• Coordinate routine and reactive maintenance, cleaning, servicing, repairs and contractor visits, maintaining appropriate records.

• Support compliance with health and safety requirements, including workplace risk assessments, fire safety procedures, accident reporting, emergency arrangements and display screen equipment considerations for office and home workers.

• Manage office access, keys, visitor arrangements, room use and day-to-day security procedures.

• Ensure that staff have suitable equipment, guidance and support to work effectively from DDCVS premises, home or other agreed locations.

• Identify opportunities to improve environmental sustainability, including energy use, waste reduction, recycling and sustainable purchasing.

ICT, digital systems and cyber security

• Liaise with ICT support providers to ensure that DDCVS digital systems, devices, software and connectivity are reliable, secure and fit for purpose.

• Support the effective use of Microsoft 365, Teams, SharePoint, email, shared files and other organisational systems.

• Coordinate arrangements for ICT equipment purchasing, asset records, maintenance, upgrades, replacement and secure disposal.

• Support good cyber security practice, including password security, phishing awareness, software updates, access controls, incident reporting and staff guidance.

• Ensure that digital systems support inclusive, accessible and efficient working for staff, trustees and service users where relevant.

Services for DDCVS clients

• Manage and coordinate practical services offered to DDCVS members, clients and partner organisations, ensuring that any room hire, equipment loan, administrative support or related services are delivered efficiently, safely, inclusively and in line with current organisational procedures.

Governance, Management and Administration

• Support the Chief Executive and Board of Trustees with the organisation and servicing of Board meetings, sub-committee meetings, AGMs and EGMs, including agendas, papers, minutes and follow-up actions.

• Maintain accurate and confidential governance records, including trustee records, membership records, declarations of interest, policy logs and key organisational documents.

• Support the Chief Executive and Company Secretary with charity and company administration, including preparation of information required for statutory reporting or regulatory submissions.

• Coordinate the review, updating and communication of organisational policies and procedures.

• Maintain secure administrative, personnel and governance records in line with data protection requirements and agreed retention arrangements.

Recruitment, HR administration and safeguarding

• Support recruitment administration, including preparing documentation, arranging interviews, completing pre-employment checks and maintaining accurate recruitment records.

• Maintain confidential personnel records in line with organisational procedures and data protection requirements.

• Coordinate DBS checks and related safer recruitment administration where required.

• Support compliance with safeguarding policies and procedures, including accurate record keeping, appropriate escalation and staff access to current guidance.

Procurement, suppliers and insurance

• Purchase equipment, supplies and services in line with agreed budgets, authorisation levels and financial procedures.

• Maintain effective supplier and contractor records, including contracts, service arrangements, renewal dates and insurance documentation.

• Seek value for money and appropriate quality when procuring goods and…