Job Description

Facilities/ICT Officer

LocationSir Oswald Stoll Mansions, 446 Fulham Road, London SW6 1DT, but may occasionally be required to make visits to other Stoll-owned or managed properties.

Responsible toDirectorof Corporate Services

Role purpose

  • To ensure that the facilities and administrative support for the organisation , operates effectively and enhances the ability of staff to do their jobs.
  • To support the effective functioning of ICT through out Stoll

Key Responsibilities

To ensure that the facilities and administrative support for the organisation operates effectively and enhances the ability of staff to do their jobs.

  • To be responsible for the effective provision of offices for staff to carry out their roles, from furniture, working environments and support to set up administrative systems.
  • To ensure that the working environments;offices, vehicles and communal areas are healthy, safe and fit for purpose.
  • To maintain an inventory of all office equipment along with user manuals; providing support to staff on safe use.
  • To ensure that the communal areas of Stoll (meetings rooms, reception, training and recreation facilities – not including outside estates and common areas which fall under the Housing Team) are safe, well kempt, support the activites they host effectively and are a good advert for Stoll.
  • To work with the Health and Wellbeing Manager and Scheme Co-ordinators to ensure that facilities and equipment is available to run effective Health and Wellbeing and communal spaces.
  • To maintain the Health and Safety Management records (manual and electronic), administration and monitoring activity is up-to-date and provide statistics and reports upon request.
  • To work with staff to design, implement and improve administrative systems for staff as needed.
  • To act as office First Aider and Fire Warden.
  • To help in the co-ordination of internal meeting and events, including setting up IT equipment
  • To be proactive in contributing to the positive look and feel of Stoll’s offices and communal facilities; liasising with the Maintenance Team to ensure that all work is done well and in a timely manner.
  • To ‘muck in’ as part of the team to help run, open days, conferences and other public events.

To support the ICT function of the of the Corporate Services department

  • Support the Director of Corporate Services to Implement an ICT Strategy for Stoll.
  • Ensure that all of Stoll’s ICT activity runs effectively, efficiently and securely by providing support in-house and/or through outsourced IT helpdesk support.
  • Ensure that all Stoll residents can access ICT in communal areas of their schemes.
  • Ensure that all staff can communicate with each other easily through a variety of mediums incuding Skype, Sharepoint, online and telephone.
  • Handle the relocation of computer equipment as a result of office or personnel changes. Ensuring computer is set up prior to new hire start date and any related moves and request new user accounts and email accounts for new starters.
  • Monitor and report ICT and telecoms staff usage and expense.
  • Act as the Digital Champion across all departments, maintainingdocumentation of processes, procedures, and troubleshooting guides.
  • Working together with HR ensure staff IT training requirements have been met regarding the use of hardware and software.
  • Act as Data Officer for the organisation.

Working in a team and with others

  • Assist the Director of Corporate Services and Chief Executive in setting up Away Days, all staff meetings and team meetings.
  • Contribute positively to working in a team and across Stoll to deliver quality services to tenants/residents
  • Maximise own personal development by positively contributing to induction, supervision, training, appraisal and team meetings
  • Act in a professional manner while on duty and when representing Stoll

Quality and regulatory compliance

  • Continuously look to improve the quality of services responding positively to feedback and complaints
  • Maintain confidentiality of records and information relating to tenants and staff in accordance with Stoll’s Confidentiality Policy
  • Ensure all data is processed in line with Stoll’s Data Protection Policy

Health and Safety

  • Maintain manual and electronic filing for the health and safety management system
  • Work in accordance with Stoll Health and Safety Policy and legislative requirements report any accidents or potential accidents and near misses
  • Support the Director of Corporate Services to ensure that all Stoll’s operations are healthy and safe and that we conform to best practice at all times.

Other

  • Carry out any other reasonable duties as required by the Chief Executive or Director of Corporate Services

Person Specification

Facilities/ICTOfficer

Experience

Experience of working in an office environment

Experience of carrying out tasks quickly and effectively

Experience of working with business ICT systems

Experience of supporting the delivery of effective facilities in a work environment

Knowledge

An ability to develop knowledge to support the role through independent research

An understanding of health and safety standards for the modern workplace

A broad knowledge of the Data Protection Act and the Computer Misuse Act

An understanding and commitment to the aims and ethos of the organisation and the UK Veterans community

Education and Training

No formal qualifications required

High levels of literacy, numeracy and ICT

Core Competencies

Customer focus

  • A passion to support vulnerable Veterans
  • Understands the challenges faced by ex-Service men and women
  • Provides excellent service delivery to both internal and external customers, responding promptly and effectively at all times

Communication

  • Communicates information clearly and concisely, both orally and in writing, with a wide range of audiences both formal and informal
  • Informs colleagues of successes, challenges and developments

Team working

  • Works well with Colleagues, Trustees, Residents and external stakeholders
  • Applies the spirit of “mucking in”, helping colleagues when needed

Support of Equality and Diversity

  • Treats all people with respect
  • Upholds Stoll’s equality and diversity standards and promotes individuality, equality and community at all times

Delivers a High Quality of Work

  • Produces accurate, thorough, and professional work
  • Plans and manages own work load, working flexibly to meet changing work priorities and demands
  • Maintains excellent timekeeping standards, managing appointments and meetings effectively and planning well in advance
  • Delivers tasks set through planning and supervision
  • Takes responsibility for own work, including errors
  • Utilises Stoll IT systems to manage emails, calendars and data effectively

Commitment to Health & Safety

  • Understands how to work safely
  • Understands how to respond to a safeguarding incident and reacts accordingly
  • Manages their own health and wellbeing, recognising when to ask for extra support

I have read this job description and person specification; I have discussed it with my line manager and understand the requirements of the role.
Name:
Signature:
Date:

1