6 Information manager jobs

About West London Mind

West London Mind is a Local Mind Association. Mind operates a federated structure of Local Mind Associations, which are independent charities with their own funding and services. We share the same values as Mind, and we are regularly reviewed to make sure our charity is maintaining local Mind quality standards, so that we are providing local and effective services which meet the needs of our local community.

We’re here to make sure that everyone suffering with a mental health problem gets the help they need to recover.

We listen, support recovery, fight stigma and work with partners to take action.

We provide services for adults, children and young people, signposting for everyone and training and consultancy for employers.

Role Purpose

The IT, Facilities, Health and Safety Manager will ensure West London Mind’s premises, digital systems, equipment, contractors and health and safety arrangements are safe, compliant, well-coordinated and fit for purpose. Reporting to the Director of Finance, the postholder will provide practical, hands-on management across IT coordination, facilities, premises compliance, office systems, insurance-related administration and organisational health and safety.

The role will work closely with colleagues, site leads, external IT providers, landlords, contractors, suppliers and senior managers to support smooth day-to-day operations across multiple sites. The postholder will be expected to travel regularly to all West London Mind sites and service locations. The role has no direct line management responsibilities, but will coordinate contractors and suppliers and support staff to follow agreed systems, processes and health and safety requirements.

Key Responsibilities

IT Systems and Digital Support Coordination

· Act as the main internal coordinator for IT support, working with external IT providers to resolve issues, manage service requests and ensure staff have the equipment and access they need.

· Maintain oversight of laptops, phones, licences, software, equipment registers, asset tracking and replacement planning.

· Support onboarding and offboarding processes by coordinating IT access, equipment allocation, account changes and return of devices.

· Support effective use of Microsoft 365, Teams, SharePoint and other organisational systems, escalating technical issues where needed.

· Maintain clear records for IT contracts, renewals, equipment, cyber security actions and supplier performance.

Facilities and Premises Management

· Oversee day-to-day facilities arrangements across West London Mind sites, ensuring offices and service locations are safe, welcoming, accessible and operationally effective.

· Coordinate maintenance, repairs, servicing, security, access arrangements, utilities, cleaning, waste management, storage and office supplies.

· Liaise with landlords, managing agents, contractors, suppliers and internal colleagues to resolve premises issues promptly and professionally.

· Maintain facilities records, contracts, service schedules, certificates, inventories and compliance documentation.

· Visit all sites regularly to check facilities standards, identify issues, follow up actions and support consistent working environments.

Health, Safety and Compliance

· Coordinate organisational health and safety arrangements, ensuring policies, procedures, risk assessments and records are maintained and reviewed.

· Support site-based health and safety checks, fire safety arrangements, first aid provision, accident and incident records and follow-up actions.

· Maintain oversight of statutory and good-practice compliance activity, including fire risk assessments, PAT testing, emergency lighting, alarms, water safety and other relevant premises checks.

· Promote a positive health and safety culture, supporting managers and colleagues to understand and follow requirements.

· Prepare reports and updates for the Director of Finance and senior leadership team on facilities, IT, health and safety risks, actions and priorities.

Contractor, Supplier and Budget Coordination

· Coordinate relationships with external suppliers and contractors, ensuring work is completed safely, efficiently and in line with agreed standards.

· Support procurement, quotation gathering, purchase orders, invoice checks and contract renewal processes within agreed financial procedures.

· Monitor facilities, IT and health and safety expenditure, flagging risks, pressures or opportunities for savings to the Director of Finance.

· Support business continuity planning, emergency response arrangements and practical preparations for service disruption or site issues.

· Contribute to continuous improvement of organisational systems, premises management, digital processes and operational resilience.

General

· To work within and promote all of West London Mind’s policies and procedures with particular attention to equal opportunities, data protection, safeguarding and health and safety requirements.

· To work within and promote West London Mind’s values and ways of working.

· To provide written reports and information as requested.

· To attend training and meetings as required, including regular team meetings and staff forums.

· Build and maintain effective working relationships with colleagues, partners, contractors, and external stakeholders.