Office & IT Assistant

Role description and core responsibilities 

The Office and IT Assistant plays a key role in the Foundation supporting a busy office, as well as providing hands on support to IT function.

This role goes beyond simply checking off tasks - It is about being confident, approachable, and unafraid to speak up when needed (yes, even with a lighthearted “Hey! Who left their mug in the sink?”).

Office Administration

·       Act as first point of contact for general operational enquiries

·       Manage post, deliveries and couriers for the Foundation

·       Ensure that the office facilities are maintained to the highest of standards and any issues identified are escalated promptly and resolved

·       Responsible for ensuring office supplies are maintained and ordered as required

·       Responsible for reporting and following up with all office faults/issues to the Facilities Management Helpdesk

·       Support office health and safety, including undertaking first aid and fire warden training

·       Support Director of Finance and Operations and the Finance team with occasional ad hoc administration tasks as required

·       Other general administrative support as required

IT Support

·       Liaise with outsourced IT Support for devices setup for new and existing users

·       Manage mobile phones for the Foundation

·       Manage IT equipment (including Photocopier contract, AV Equipment) at the office and raise any faults with the relevant stakeholder

·       Support the Business and Governance Manager with any other IT management as required

·       Support Salesforce CRM Administrator with basic Salesforce administrative tasks

·       Assist in the coordination of daily operational tasks and processes

·       Maintain accurate records and ensure timely processing of orders, invoices, and inventory management

·       Liaise with internal teams, suppliers, and customers to ensure smooth communication and operations

Relevant knowledge, experience and personal qualities 

Knowledge & experience:

·       Significant office administration experience ideally with broader experience in at facilities management and IT

·       Demonstrable experience dealing with stakeholders at all levels

·       Strong IT skills are essential, particularly with Microsoft Office 365, Windows, macOS

·       Salesforce CRM experience is desirable.

·       Interest in environmental sustainability

·       Charity sector experience

Personal qualities:

·       A team player, flexible and able to respond positively to an ever-changing environment, prioritising work effectively

·       Attention to detail with the ability to maintain an excellent level of accuracy

·       Highly organised and able to help organise those around them

·       A people person, able to work closely with multiple stakeholders

·       Excellent communication and interpersonal skills

·       Willingness to learn and develop new skills

·       Self-starter and independent thinker; able to solve problems and instigate solutions.

·       Shows initiative and takes responsibility for own workload

·       Absolute discretion in dealing with sensitive and confidential matters