Job: Office and Facilities Manager

Job Title: Office and Facilities Manager

Grade: NJC Point 31 - £43,149 FTE

Hours: Full-time – 37.5 hrs per week (excluding breaks)

Days: Monday to Friday during our core hours, in person in our busy office

Contract: Permanent (subject to the successful completion of a 3-month probationary period)

Responsible to: Director of Delivery

Place of work: Salford CVS’ offices in Eccles, Salford, M30 0FN

Main Purposes of the Post 

The Office and Facilities Manager will manage wide-ranging administrative and operational support to ensure an efficient office environment, provide excellent services to our members and the wider team, contributing directly to the delivery of Salford CVS’s priorities. You will also actively manage our physical premises. The postholder will act as Salford CVS’s Data Protection Lead (supported by an external data protection consultant) and Health and Safety Officer, and will be the main point of contact for IT, leading on cyber security and compliance. The Office and Facilities Manager will be responsible for four members of staff.

Specific Duties

Programme and Project Support

• 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

Office and Premises Management

• 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 our 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 our 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 our Environmental and Sustainable Procurement policies

IT, Equipment and Cyber Security

• Act as the main point of contact for IT across Salford CVS and with our 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 our Environmental and Sustainable Procurement policies
• Manage software licences, subscriptions and organisational memberships, including timely renewals
• Maintain accurate and up-to-date asset registers for IT and other equipment
• Lead on Cyber Essentials certification and the Data Security and Protection (DSP) Toolkit, supported by our external IT provider

Data Protection

• Act as Salford CVS’s Data Protection Lead, ensuring compliance with UK GDPR, the Data Protection Act 2018 and Information Commissioner’s Office (ICO) requirements, including ICO registration, with specialist support and advice from our external data protection consultant
• Develop, review and maintain data protection policies and procedures, and support staff to understand and follow them
• Respond to data protection enquiries, including subject access requests, within statutory timescales
• Lead the response to any data breaches, including investigation, record keeping and reporting to the ICO where required

Health & Safety

• Act as Salford CVS’s designated Health and Safety Officer, including keeping the Chief Executive updated 
• Ensure Salford CVS is a safe place for both staff and visitors
• Oversee and deliver on the organisation’s Annual Health and Safety Plan
• Review and update the organisation’s Health and Safety and Lone Working policies annually
• Provide premises inductions (including health and safety) to new staff
• Co-ordinate home working, office, and fire risk assessments
• Arrange regular testing for electrical equipment and safety devices

Membership

• Support the Membership Administrator to process new applications for Board of Trustee decision and maintain the membership database
• Support the Membership Administrator with membership renewals
• Ensure members receive a welcoming, high-quality service, from their first enquiry through to renewal
• Produce regular membership reports, including numbers, renewals and trends, for the Director of Delivery, Chief Executive and the Board of Trustees
• Ensure membership records are accurate, up-to-date and managed in line with Data Protection requirements

Disclosure and Barring Service (DBS)

• Manage all aspects of Salford CVS’s external DBS provision, ensuring the service meets the needs of the VCSE sector in Salford, and our other customers in Greater Manchester, whilst maintaining high standards of compliance
• Undertake a bi-annual compliance check with the DBS service

Equity, Diversity and Inclusion

• Maintain a good awareness of equity, diversity and inclusion, including the Equality Act 2010 and our own EDI Policy, ensuring equalities are considered and embedded across all areas of this work
• Ensure our premises, room bookings, IT and data systems are accessible and inclusive for staff, members and visitors