Office & Facilities Assistant

Key responsibilities Reception and front-of-house service

Answer the door, welcome visitors professionally and notify colleagues promptly of their arrival. Receive deliveries and pass them to the appropriate person. Maintain a tidy and presentable reception and entrance area. Follow Trust procedures for admitting visitors and managing access to the building.

Shared administration inbox

Monitor the shared administration email inbox during contracted working hours. Review enquiries and forward or allocate them promptly and accurately to the appropriate person or team. Respond to routine enquiries using agreed information and responses. Escalate urgent, sensitive or unclear enquiries to the appropriate colleague. Record enquiries awaiting allocation or follow-up and flag outstanding items to the appropriate colleague.

Meeting-room preparation

Prepare clean, tidy meeting rooms with tables, chairs, basic refreshments, stationery and routine supplies as required. Check and reset rooms between bookings so they are ready for use.

Communal areas

Keep the kitchen and shared areas clean, tidy and presentable during the working day, including cupboards and work surfaces. Load and unload the dishwasher and put away clean items as required. Monitor supplies of tea, coffee, milk and other agreed kitchen items and arrange or request replenishment before they run out. Replenish hygiene products as required, including paper towels, toilet rolls and handwash.

Report faults, damage, cleaning, maintenance or other facilities issues in meeting rooms and shared areas promptly.

Supplies and general office administration

Monitor office and meeting-room consumables, replenish them from available stock and identify items that need ordering. Put away routine office supplies when they arrive. Carry out printing and copying, prepare meeting materials and distribute post as required. Handle emails, visitor information and office documents confidentially and in accordance with Trust procedures. Undertake other reasonable duties consistent with the nature and level of the post.

Person

specification Essential

The successful candidate will:

• Welcome visitors confidently in a friendly, helpful and professional manner.

• Communicate clearly and accurately, both verbally and in writing.

• Be reliable and punctual.

• Organise routine tasks independently, prioritise competing requests and seek guidance when needed.

• Use email and standard Microsoft Office applications for routine administration.

• Distinguish routine enquiries from urgent, sensitive or unclear matters requiring escalation.

• Handle enquiries and complete routine tasks accurately and with attention to detail.

• Be willing to carry out practical tasks and keep shared spaces clean and welcoming.

• Handle confidential information discreetly in a Trust office environment.

Desirable

Experience of working in a reception, office, hospitality, facilities or customer-service environment.

Experience of working in a school, education or public-sector environment.