Office & Facilities Assistant

The Good Shepherd Trust; Guildford; Presencial; GBP 21.000 - 27.000; Jornada completa

Descripción de la vacante

The Good Shepherd Trust is seeking an Office & Facilities Assistant to provide a welcoming front-of-house presence at the Larch Building in Guildford and to keep shared facilities organised and well stocked. You will manage reception duties, deliveries and basic admin tasks, ensuring a tidy, responsive environment.

You will support meeting-room preparation, oversee communal areas, and handle routine admin with discretion and reliability, following Trust procedures and safeguarding confidential

Formación

• Welcoming visitors in a friendly, professional manner.
• Clear and accurate written and spoken communication.
• Reliability, punctuality and organisational skills.
• Ability to use email and standard Microsoft Office applications.

Responsabilidades

• Answer the door and welcome visitors; notify colleagues of arrivals.
• Monitor and respond to the shared administration inbox; allocate enquiries.
• Prepare and reset meeting rooms with basic refreshments and supplies.
• Keep communal areas (kitchen, reception) clean and well stocked; load/unload dishwasher.
• Carry out routine office tasks: printing, copying, posting, filing, handling confidential documents.

Conocimientos

Reception

Customer service

Administration

Communication

Educación

Admin qualification

Descripción del empleo

We are currently looking for an Office & Facilities Assistant for our central Larch Building. You will provide a welcoming, professional front-of-house service at the Larch Building and keep shared office facilities organised, supplied and ready for use.

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

The successful candidate will:

Essential

• 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.