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Facilities Assistant

Posted: 29 May 2019 Closes: 28 Jul 2019
London Competitive
Fixed term & Full time uktv/20190529120437

Are you super organised, personable & keen to get stuck in with looking after a busy dynamic office space? Then this is a perfect opportunity for you, to kickstart your career in facilities and learn from the ground up! You will be an integral part of our small facilities team and a key contact for the business for all things office related.

This is a 6 month fixed term contract.

Department Summary

The Facilities Management department is the can-do team that run the UKTV office with efficiency and fun. They have to be versatile, hardworking and make the office a great place to be. They create an office space which is safe and reinforces our company's culture, behaviours and values. To do this they have to rely on being smart, innovative and creative.

Key Responsibilities

General Area & Meeting Rooms

  • Maintains the office environment ensuring is runs smoothly and efficiently
  • Regularly checks the meeting rooms and general areas are tidy, replenishing any items that may be missing and escalating any repairs/issues to the relevant person / department
  • Manages external meeting set-up (including edit suites) to include refreshment requirements, room configuration, AV/IT request. Promptly clears and reconfigures the rooms after meetings
  • Meets and greets visitors and deliver lunches when required

Office Supplies Stock Management

  • Assists with ordering and distribution of office supplies, including stationary, bathroom supplies, printer paper and toner and kitchen supplies. Maintains stock levels in line with storage and budget
  • Ensures kitchen and bathroom supplies are replenished throughout the day and always available
  • Regularly checks paper and toner levels for all printers
  • Sorting, distribution and collection of mail throughout the day to and from all departments
  • Collect and distribute newspapers in the communal area(s) and departments
  • Deal with special office supply request from colleagues
  • Assist with archiving and recycling days

Health and Safety

  • Assist with all Health and Safety Activities as directed by the Facilities Director, including daily, weekly and monthly checks of equipment in line with the company health and safety manual
  • Ensure that all colleagues maintain office cleanliness and that any hazards are identified and removed
  • Assist the Facilities Director in DSE, maternity and young persons risk assessments where applicable
  • Carry out new employee facilities induction, and work closely with the HR team in ensuring the induction material is up to date
  • Manage security pass set-up and oversee the procedure for setting-up new and replacement cards
  • Support on-going health and safety training to ensure we are compliant e.g. fire warden and first aid training

General Facilities Operations

  • Assists the Facilities Director with office and department moves - liaise with service providers and internal departments co-ordinate plan crates, labels, desk moves update phone lists etc.
  • Provides ad hoc cover for the department when required, due to absence/heavy workloads and support for other departments when required
  • Raises purchase orders (POs) in accordance with UKTV's financial procedures
  • Main contact for keeping the Facilities page up to date on the Intranet (Guvnor)
  • Carry out daily housekeeping inspections and resolve any problems
  • Produce and update internal signage
  • Respond to general queries and requests from staff and external maintenance
  • Be the Facilities ambassador for the Give Help Share (CSR) team, keeping them update on building and Environmental credentials
  • To live UKTV behaviours, displaying inventive thinking, savvy, trust, ownership and passion in everything they do
  • Uses initiative to identify new and innovative solutions to team challenges
  • To undertake other duties as required by the Facilities Director

Managing Relationships:

  • To harness team spirit across UKTV and collaborate with colleagues
  • Work closely with HR for induction and training purposes
  • Work closely with third party suppliers and maintenance/ cleaning contractors
  • Work closely with 10 Hammersmith Grove security and maintenance
  • To promote and display trust to build successful business relationships and contacts
  • To take a savvy approach making the most of UKTV's budgets and resources
  • Has an understanding of UKTV's strategy and how the role contributes to it

Knowledge, skills & experience

  • Take a proactive and flexible approach to work and be comfortable with a dynamic environment with constantly changing priorities
  • Self-starter who can use own initiative, also pro-active and organised with strong interpersonal skills and excellent attention to detail
  • Strong communication skills, both verbal and written
  • Understanding of privacy and confidentiality
  • Able to confidently interact with colleagues at all levels
  • Ability to work under pressure and to tight deadlines
  • Confident user of MS office including Word, PowerPoint and Excel
  • Effective time management and organisational skills with the ability to prioritise their own workload
  • Be flexible to the demands of the working day
  • A positive attitude and ability to work harmoniously as part of a small support team
  • A genuine passion for TV and willingness to get stuck in


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