Office and Facilities Manager

Point 13 Jobs; Eccles; On-site; GBP 39,000 - 47,000; Full time

Benefits offered by this job

28 days holiday rising to 30

Pension scheme 7% employer

Cycle to Work scheme

Staff development opportunities

Job summary

Salford CVS is hiring an Office and Facilities Manager to ensure smooth operation of premises, systems and services for staff, members and visitors. You will line-manage admin staff and a facilities worker, oversee room bookings, and coordinate IT and procurement tasks with the landlord and external providers.

The role requires strong organisational and people management skills, experience with Microsoft 365, and a solid understanding of data protection and health and safety.

Qualifications

• Excellent organisational skills with the ability to handle competing priorities and meet deadlines.
• Strong IT skills including Microsoft 365 and external IT provider liaison.
• Excellent written and verbal communication; ability to write clear policies and procedures.
• Ability to maintain accurate records including asset registers, licences and renewals.
• Ability to take minutes for formal meetings.
• Knowledge of UK GDPR and ICO requirements; handling data enquiries and breaches.
• Experience of managing and motivating paid staff.
• Experience of health and safety in an office/premises setting, including risk assessments.
• Experience of delivering high-quality customer service.

Responsibilities

• Manage admin staff to support programmes and external meetings/events.
• Provide hands-on administration and cover when needed.
• Oversee repairs and maintenance via landlord with minimal disruption.
• Line manage three admin staff and a part-time facilities worker, ensuring work plans.
• Develop and manage a room booking system for main office and event space.
• Manage equipment contracts and renewals for value and procurement policies.
• Procure office equipment, stationery, cleaning and refreshments.
• Act as main IT contact with external provider and HR/OD to manage staff access.
• Order and allocate equipment ensuring value for money and policy compliance.

Skills

Organisational skills

Microsoft 365

Written and verbal communication

Record keeping

Minutes taking

Data protection & ICO knowledge

Staff management

Health and safety in office

Customer service

Tools

Microsoft 365

Job description

Salford CVS – a city-wide infrastructure organisation for the Voluntary, Community and Social Enterprise (VCSE) sector – is looking for an Office and Facilities Manager to make sure its premises, systems and services run smoothly for staff, members and visitors.

Key Responsibilities

• Manage admin staff in order to provide effective support for both internal programmes of work and external meetings and events.
• Take a hands-on approach, getting involved in all aspects of administration and providing cover when needed.
• Oversee building repairs and maintenance via the landlord (Salford City Council), ensuring required repairs are reported and completed swiftly with minimum disruption to services.
• Line manage three full-time administration workers and a part‑time caretaker/facilities worker, alongside occasional placement workers, ensuring they have 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 the 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 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 Environmental and Sustainable Procurement policies.
• Act as the main point of contact for IT across Salford CVS and with their 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 their Environmental and Sustainable Procurement policies.

Skills and Experience

• Excellent organisational skills, with the ability to manage competing priorities and meet deadlines.
• Strong IT skills, including Microsoft 365, and the confidence to act as the main point of contact with an external IT provider.
• Excellent written and verbal communication skills, including the ability to write clear policies and procedures.
• Ability to keep accurate records, including asset registers, equipment contracts, licences and renewals.
• Ability to take minutes for formal meetings.
• Knowledge of data protection legislation (UK GDPR and the Data Protection Act 2018) and ICO requirements, including handling data enquiries and breaches.
• Experience of managing and motivating paid staff.
• Experience of managing health and safety in an office or premises setting, including risk assessments.
• Experience of working face‑to‑face with a wide range of people to deliver excellent customer service.
• Experience of running or administering a DBS checking service.
• 28 days’ holiday – rising to 30 days (after five years), plus Bank Holidays (pro rata for part‑time).
• Enhanced company sick and maternity pay, subject to terms and conditions of service.
• Pension scheme – with 7% employer contribution (and 1% mandatory employee contribution).
• Cycle to Work scheme.
• Membership of the Hospital Saturday Fund via an employer subsidised scheme (optional and non‑contractual).
• RHS family membership (optional and non‑contractual).
• Development opportunities that support and encourage staff to progress in their careers (including formal training).
• A supportive working culture that respects and supports one another to do the best they can.

Salary: £43,149 per annum (Grade NJC Point 31).

Contract and Hours: Permanent (subject to the successful completion of a 3-month probationary period); Full Time, 37.5 hours per week (excluding breaks).

Location: Salford CVS’ offices in Eccles, Salford, M30 0FN.