Office Administration & Facilities Assistant

We are recruiting for an Office Administration & Facilities Assistant based in Huntingdon.

The Office & Administration Support role is responsible for providing effective day-to-day administrative and practical office support to ensure the smooth and efficient running of EPM's workplace.

Working closely with and reporting to the Office Support & Facilities Lead, the postholder will assist in maintaining a professional, organised, welcoming and well-functioning office environment, ensuring that colleagues, visitors and customers receive a high standard of service.
The role involves a varied range of administrative, office coordination and facilities support activities, including managing office supplies, supporting meeting arrangements, responding to general enquiries, assisting with facilities requests and maintaining accurate records.

Main Responsibilities

Office Administration & Daily Support

• Provide day-to-day administrative and practical support to ensure the smooth running of the office.

• Assist the Office Support & Facilities Lead with coordinating daily office activities and operational requirements.

• Respond to general office enquiries and requests from colleagues, ensuring these are addressed promptly or escalated appropriately.

• Maintain an organised, tidy and professional office environment, including meeting rooms, communal areas and shared facilities.

• Monitor and replenish stationery, refreshments, kitchen supplies and other essential office resources.

• Manage incoming and outgoing post, deliveries and courier arrangements.

Facilities & Workplace Support

• Assist the Office Support & Facilities Lead with the coordination of facilities-related activities.
• Report maintenance issues, equipment faults and workplace concerns promptly.
• Support the logging and tracking of facilities requests, ensuring updates are recorded and outstanding actions followed up.
• Liaise with cleaning contractors, maintenance providers and other external suppliers as directed.
• Assist with coordinating routine maintenance visits, inspections and servicing appointments.
• Support the organisation and upkeep of office furniture, equipment and shared facilities.
• Escalate urgent facilities or safety concerns to the Office Support & Facilities Lead.

Reception, Visitors & Front-of-House Support

• Provide a friendly, professional, and welcoming experience for colleagues, customers, visitors and contractors.
• Support visitor sign-in procedures and ensure relevant workplace requirements are communicated.
• Answer and direct incoming telephone calls and general enquiries where required.
• Arrange refreshments and other practical requirements for internal and external meetings.
• Maintain the presentation and organisation of reception and visitor areas.

Health, Safety & Workplace Compliance Support

• Assist with routine workplace health and safety checks and administrative activities.
• Report potential hazards, incidents or safety concerns in accordance with company procedures.
• Support the maintenance of health and safety records, checklists and documentation.
• Assist with coordinating fire safety checks, workplace inspections and other scheduled activities as directed.
• Support the communication of workplace health and safety information to colleagues.
  

Employee Experience & Workplace Engagement

• Contribute to creating a positive, inclusive and welcoming workplace environment that reflects EPM's culture and values.
• Assist with preparing workspaces for new starters, including desk arrangements, stationery and equipment requests.
• Respond positively to colleague requests and help identify opportunities to improve the office experience.

Purchasing, Suppliers & Record Management

• Assist with ordering office supplies, equipment and services in accordance with company procedures.
• Support the processing and tracking of purchase orders, invoices and supplier documentation.
• Liaise with suppliers regarding deliveries, orders and routine service requests.
• Monitor stock levels and notify the Office Support & Facilities Lead when replenishment is required.
• Support the maintenance of supplier contact details, service records and relevant documentation.
• Identify opportunities to reduce waste and use office resources efficiently.

Meetings, Events & Business Support

• Assist with coordinating internal meetings, training sessions, business events and office activities.
• Prepare meeting rooms, equipment, materials and refreshments as required.
• Ensure administrative tasks are completed accurately and within agreed timescales.

Teamwork & Continuous Improvement

• Work collaboratively with the Office Support & Facilities Lead to ensure office services are delivered effectively.
• Take ownership of allocated tasks and provide regular updates on progress.
• Identify and suggest practical improvements to office administration and day-to-day processes.

Internal Team and Broader Responsibilities

• Contribute to the sharing of good practice and knowledge amongst colleagues, as required.
• Attend and participate in regular team meetings as appropriate and training to keep up to date with current legislation, policies and procedures and other relevant guidance.
• Be compliant with EPM employee policies and procedures.
• Provide support for other colleagues when necessary.
• Proactively participate in the EPM Appraisal process.
• Maintain high levels of confidentiality and integrity at all times.
• Perform miscellaneous job-related duties as assigned

Person Specification
Qualifications

Experience, Skills and Abilities