Office and Facilities Administrator

The Paul Hamlyn Foundation is an independent grant-making foundation set up by Paul Hamlyn, the publisher and philanthropist.   It aims to maximise opportunities for individuals and communities to realise their potential and experience and enjoy a better quality of life.  The Foundation supports charitable activity in the areas of arts, education and learning and social justice across the UK.  It also supports local charities in India that help the poorest communities get access to basic services. 

Vision

A just and equal society, in which everyone, especially young people, can realise their full potential and enjoy fulfilling and creative lives.

Mission

To be an effective and independent funder, using all our resources, to support social change.

We partner with inspiring organisations and individuals to make sure that those facing disadvantage are at the heart of leading change and designing solutions to overcome inequality.

Five funding priorities, where we wish to see change:

•       Investing in young people

•       Migration and integration

•       Arts access and participation

•       Education and learning through the arts

•       Nurturing ideas and people

Our commitment to social justice underpins all these priorities. We are particularly interested in supporting individuals and organisations that share this commitment and in funding work that:

•       Strengthens civil society

•       Supports social innovation

•       Champions people’s voice and agency

•       Responds to digital transformation

•       Responds to the climate emergency

Our five funding priorities support and influence each other. For example, our analysis of evidence to show how the arts can make a difference will help our work on access, participation, and learning. Over time, our work supporting individuals and ideas will fuel all the other areas where we want to see change. By making the commitment to share learning from activity within these priority areas, and by encouraging our staff and those in receipt of grants to meet and exchange knowledge more, we believe together we will achieve greater impact overall.

Role Overview

Summary of team

The Resource Team play a key role in the smooth running of the Foundation. They are responsible for the building, reception & switchboard services, IT, catering and health & safety.

What will be my main contribution?

To support the Information and Facilities Manager in the day to day running of PHF’s office. This will include providing an efficient and welcoming reception service, managing incoming calls and emails, administrative support and support with arranging repairs and maintenance.

Who will I report to?

You will report to the Information and Facilities Manager

 What other key internal relationships will I have?

You will work with all other staff and trustees.

What level of budget responsibility will I have?

Not applicable 

Main Responsibilities

Reception

• Accept incoming telephone calls, respond to queries, redirect calls or take messages as required.
• Respond to telephone and email queries from potential grant applicants if appropriate.  Refer more complex queries to the appropriate grants team.
• Greet visitors to the Foundation, maintain the visitors book and provide a professional, informed and welcoming first contact for those visiting PHF.
• Process all incoming and outgoing mail - sort and consign incoming mail.  Receive and sign for registered/recorded post, stationery and any other deliveries to the Foundation, frank outgoing mail, and pack-up and post it at the end of each day.  Assist with bulk mail-outs. Responsible for maintenance of franking machine and associated consumables
• Arrange courier and taxi services when requested and maintain spreadsheets to record bookings.
• Maintain an overview of the Foundation’s stationery stocks and ensure these are adequately maintained.
• Keep a daily staff attendance log.
• Maintain accurate staff telephone list.

Facilities

• Deal with ad hoc maintenance problems as they occur - keep a log of problems, arrange for investigation/repair visits, getting quotes etc.
• Support meeting room usage at PHF assisting meeting organisers with their requirements and ensuring rooms are left clean and tidy. Ensure internal procedures are followed in usage of rooms.
• Ensure office shutters are open and closed at the beginning and end of each day.
• Carry out security checks before leaving the building each day.
• Monitor the office spaces supporting staff to keep their work areas tidy and free of clutter and obstacles.
• Manage external meeting booking requests.
• Provide room usage KPI’s.
• Manage day-to day communication with the Foundation’s cleaners.
• Liaise with the Chef in ordering weekly/fortnightly supplies of tea, coffee, and other supplies.
• Manage recycling arrangements and where possible look for environmental improvements.

Health and Safety

Support the Information and Facilities Manager with actions arising from risk assessments and Health and Safety policy updates.

Other

• Help develop and actively contribute to cross-departmental and multidisciplinary working for enriched outputs and activities and to deliver continual improvement and professional development.

• To be an active member and contribute to the work of the Finance and Resources team, providing cover for others and participating in system development as required.
• Support with training activities for colleagues as required.

• Contribute to cross-departmental and multidisciplinary working across PHF to deliver continual improvement and professional development.
• To be a positive and active member of the Foundation, always working in a way that is consistent with the culture and values of the Foundation and supporting colleagues across all teams.

Person Specification

Essential Experience and Knowledge

·       Strong organisational skills

·       Previous office administration or receptionist work

·       Ability to maintain a calm and welcoming demeanour whilst dealing with calls, visitors to the office and other tasks.

·       Strong communications skills and the ability to build constructive working relationships with suppliers and colleagues across the organisation.  The ability to negotiate effectively with colleagues to achieve best results for the organisation.

·       An understanding of health and safety issues and the importance of ensuring policies are followed and updated.

·       Good IT skills, including the core Office365 package.

Essential Behaviours and ways of working

·       Effective in developing relationships with colleagues at all levels and have the personal credibility, communication, and analytical skill to provide advice and support on the challenges they face.

·       Alignment with the values and aims of the Paul Hamlyn Foundation, and in particular its commitment to social justice and equality, to tackling disadvantage, fighting prejudice, supporting youth voice and participation.

·       Articulate, with good written and oral skills, and the ability to communicate with a range of audiences.

·       Confident, resourceful, and proactive, with initiative and a problem-solving disposition

·       Flexible and willing to work beyond your area of expertise across all areas of the Finance team as required.

·       An ability to work effectively with a range of stakeholders, internal and external, including suppliers, trustees, and grantees

·       An ability to work creatively and flexibly in a small team, supporting other colleagues, and with a strong personal commitment to learning and improvement.

·       A commitment to ensuring the office is a welcoming and accessible place for all staff and visitors.

Desirable

·       Interest in grant making.

·       Willingness to undertake Fire Warden and First Aid Training

Terms and conditions

 ·       Salary circa £28,000 pa (pro rata).

·       Twenty-five days leave per annum, plus statutory holidays (pro rata for 28hrs a week)

·       The Foundation will contribute a sum equivalent to 10% of your basic annual salary to the group pension scheme (Aviva) and will match up to an additional 2.5% (optional) of your contributions from the date your employment begins.  

·       Life Income Protection and Life Assurance Scheme available from the date your employment begins.

·       Private Medical Insurance with BUPA (once probation is complete)

·       Part time post, 28 hours per week, Monday – Thursday, 9-5pm. Due to the nature of this role, the option for home working is limited although may be possible occasionally. Some flexibility is required from team members around evening work and travel to and from events and meetings.