Role purpose:
The Business Centre Coordinator is responsible for the day to day safe and secure running of a Civica facility. The role incorporates Health & Safety & Security and Environmental responsibilities, while also welcoming visitors, colleagues and customers.
Principal responsibilities and tasks:
Local Health & Safety / Environmental Supervisor
· To be certified and maintain certification as a Fire Marshal and First Aider.
· Manage the local First Aid and Fire Marshal rota ensuring cover for all dates the facility is open.
· Maintain the facility Emergency Preparedness and Incident Response Plan (training will be provided).
· In the event of an emergency, manage the evacuation of the facility in accordance with the local procedures and plans, and as directed by the emergency services.
· Maintain a contact list of critical suppliers specific to the local facility.
· Escalate any local incidents to the Facilities Management Team or the Group Incident Response Team, as appropriate.
· Ensure all notices and plans are up to date and displayed on the notice boards.
· Conduct a daily check of the building and report all issues to Facilities Management.
· Conduct weekly and monthly H&S checks
· Provide onsite or remote support of internal and external audits.
· Provide Health & Safety and Environmental training.
· Identify and action Health & Safety and Environmental initiatives.
· Support colleagues with DSE assessments. Allocate equipment where required and escalate specialist equipment requests to the H&S Manager.
· Food handling – Ensure that the documentation and food is stored and disposed of in accordance with the current guidelines.
Facility Security, Emergency and Incident Response
· Collaborate with the building management and any neighbouring business. Ensure any security concerns and local hazards are identified, escalated as appropriate and monitored.
· Liaise with Civica’s Facilities Team to ensure the building is secure and well maintained.
· Liaise with contractors and ensure relevant documentation is completed. Ensure the Permit to work document is completed prior to any works.
· Be fully conversant with Civica’s security and information policies.
· To be responsible to opening up and locking up the office
Business Centre Coordination
· Run and maintain the Business Centre and keep it in showcase condition at all times.
· Manage meeting rooms and the work place booking system effectively – monitoring rooms between meetings and periodically throughout the day. Be fully conversant with all the meeting room technology and be ready to assist where required.
· Meet and greet customers professionally, ensuring that all visitors are issued with the relevant passes, which are signed and accounted for using a daily log. These should be secured when the office is closed[HO1] .
· Demonstrate politeness and professionalism to colleagues, visitors, and contractors at all times.
· Be responsible for ensuring temporary cover. Conduct a handover prior to planned periods of absence.
· Monitor and respond to emails in a structured, intelligible, and professional manner at all times.
Additional Responsibilities
· Maintain stock levels for the breakout areas and stationery, placing orders and checking deliveries.
· Organise, coordinate facility events, and encourage fundraising activities.
· Ensure postage and parcels are correctly weighed, addressed and franked.
· Handle mail in a controlled manner. Ensure that parcel deliveries are cleared immediately from the reception vestibule area.
· Manage the workspace booking system
