Careers

Job title: Facilities Support Assistant for the South East cluster

Salary: £21,099 a year (inclusive of London Weighting Allowance of £3,032 a year)

Working hours: Full time 37.5 hours a week, over 5 days with occasional weekend work

South East cluster: The Green House, Grayston Centre and Durham Road Resource Centre

Deadline to apply: Friday 6th December 2019

About The Ethical Property Company

Ethical Property promotes a more equitable and sustainable society through the provision of property and related support services while demonstrating an equal commitment to our financial, social and environmental returns.

We currently own and/or manage 21 centres in the UK, providing office, meeting, and event and retail space to over 1000 organisations each year. We aim to offer our tenants affordable rents, flexible tenancy terms and office space and facilities designed to meet their needs.

Our commitment

We are serious about the commitment we make to our staff in providing an enjoyable, relaxed and productive working environment.  Equally, we expect that our employees are serious about the commitment they make to the company, and their colleagues.

The Post

As a Facilities Support Assistant for the South East Cluster, you will play an important and responsible role helping the centres (The Green House, Grayston Centre and Durham Road) to function effectively and carry out handy-person duties. You will be expected to contribute to the day to day running of the centre(s) as a whole. You will join the South East cluster’s team who are collectively responsible for providing professional, safe and appropriate space and facilities for tenants, however, you will often have to work alone to ensure all requirements of the centres are met. The post will be line managed by the Facilities Manager under the overall supervision of the Centre Manager.

The main duties will include, but not limited to:

• Act as point of contact for tenants with queries/problems to report, establishing and maintaining excellent communication with tenants and centre users to ensure their satisfaction with the building and services
• Carry out small-scale maintenance tasks. These include; decorating, basic plumbing, small-scale carpentry, fixing noticeboards and AV equipment to walls, changing locks/cylinders, replacing door ironmongery, installing door closers, installing digilocks, laying carpet tiles, replacing ceiling tiles, general handyman repairs, etc.
• Monitoring the condition of communal areas, tea points, toilet facilities, terrace and bike area through the day and carrying out any necessary tidying and occasional cleaning duties as appropriate.
• Reporting day to day building related problems (ranging from boiler/heating breakdowns, leaking roofs and blocked toilets, to alarm activations, etc) to the Facilities Manager
• Assist with digitising paper compliance records (such as certificates of compliance, service sheets, weekly checklist, etc.)
• Assist Facilities Manager with management of building security systems;
  • programming and allocating access fobs to tenants and contractors
  • assigning intruder alarm codes to tenants and using alarm software to follow up on false activations
• Check stocks of materials and preparing orders to keep stock at a good level and keeping accurate records
• To carry out gardening duties, soil cultivation, digging, forking, mulching, watering, raking, weeding, edging, pruning, bed preparation and planting (if requested by the Centre Manager)
• Assist the Facilities Manager in ensuring the buildings are safe, pleasant and that services are functioning
• ing fire alarms
• iance with Health and Safety legislation
• COSHH awareness (regulations regarding hazardous substances).
• e sure waste and recycling are managed well within the centre

Other responsibilities:

• Assist the Property Management team with any Synergy events for tenants and help to actively promote them 
• Give suggestions on how to improve management and delivery of maintenance and services to tenants, how to achieve the company's social and environmental objectives, etc.
• Work within the company’s policies and procedures
• Work to improve the company's social and environmental objectives
• Occasional porter duties and reception cover
• Attendance at company-wide events, including the staff conference, AGM, company training, etc.

Person Specification

This is a busy, demanding and responsible role that requires an individual with both customer service and practical skills, and a positive attitude.  You need to be proactive and organised and show initiative when faced with difficult situations.

The person we are looking for will need:

• Customer care skills with a commitment to provide a good service to our tenants and building users
• Practical DIY skills, as outlined in the duties section above
• Good IT skills, particularly Microsoft Office software
• Previous experience in a similar post
• Organisational skills and the ability to prioritise his/her work, multi-task and remain flexible
• To be trustworthy, personable and reliable
• The ability to act quickly and effectively using their own initiative
• To be a team-player and a good communicator
• To maintain a professional standard of presentation and communication with colleagues and tenants at all times
• Health and Safety awareness and knowledge
• Have some knowledge and interest in social and environmental issues, particularly recycling.

Contractual Details

This is a permanent contract with a three-month probationary period.  The salary for this role is £21,099 a year (inclusive of London Weighting Allowance of £3,032 a year)

Benefits include pro rata; 25 days holiday entitlement rising to 28 over time, in addition to all public bank holidays. We offer a company contribution up to 7% to a pension dependant on scheme choice, 2 x salary death in service benefit, a free company bicycle scheme with bicycle maintenance costs, childcare vouchers, season ticket loans, interest free personal loans, as well as other benefits.

• We use the person specification to shortlist candidates. Ensure you make full use of section two of the Application Pack to identify how you meet the person specification.
• You must be eligible to work in the UK in order to apply for this role. We cannot support visas.

Contract:                           Permanent role.

Working Hours:                 37.50 hours per week, Monday to Friday - between the hours of 9am – 6pm, Occasional flexibility required.

Location:                           Bristol - based in three buildings- Streamline (BS4 3EH), Brunswick Court (BS2 8PE) & Colston Street (BS1 5BB).

Deadline to apply:            9am on Monday 9th December 2019 – Please apply asap as interviews will be conducted on an ongoing basis.

A unique opportunity has arisen for a practical and organised person to work for one of the UK’s leading social businesses. The role reports to the Centre Manager for Bristol and will involve hands on property maintenance and related administration work at our buildings in Bristol.

The Ethical Property Company

Founded 20 years ago, the Ethical Property Company provides affordable workspace to charities, community groups, campaigns and social businesses working for a fairer and more sustainable society. From humble beginnings, the company has grown steadily and now owns or manages 23 centres across the UK providing affordable office, retail and conference space to over 1,000 social change organisations. Flexible leasing arrangements provide our tenants with long-term security and working alongside like-minded organisations offers them influence-enhancing networking opportunities.

The company has some 100 staff, based in our properties in London, Oxford, Bristol, Cardiff, Edinburgh, Sheffield, Bath, Brighton and Manchester. Our centres are managed to minimise energy use, waste, car travel and the use of harmful materials while offering tenants modern, affordable and flexible space managed in a transparent and supportive way.

The Post

The Assistant Property Manager is part of the South-West team. You will be based mainly in three buildings Streamline, Brunswick Court and Colston Street. With some time allocated to the Unitarian Meeting House.

You will report to the Centre Manager for the Bristol cluster. You will network with other colleagues across the Company, including those based in our head office in Oxford, and will participate in the property managers’ forum meetings.

Your main duties will involve:

• Carrying out basic weekly inspections of properties, including testing of fire systems and procedures and other routine tasks, keeping a clear and accurate record and reporting any issues to the Centre Manager
• Assisting the Centre Manager in ensuring the buildings are safe, pleasant, accessible and that the services are functioning
• Assisting the Centre Manager in planning and organising routine maintenance of building plant, fabric and systems
• Assisting the Centre Manager in engaging and managing contractors
• Being the main point of contact for tenants’ queries in relation to maintenance, establishing and maintaining excellent communication with tenants to ensure their satisfaction with the buildings and services
• Carrying out small repairs which do not require specialist training both for the communal areas and for individual tenants
• Checking on stocks of cleaning materials, light bulbs, recycling supplies etc, preparing orders and keeping an accurate record on the purchase order sheet
• Tidying communal areas and arranging furniture in meeting rooms
• Changing communal light bulbs
• Carrying out some cleaning and porter duties
• Ensuring waste and recycling are managed efficiently within the centres

Other areas in which you will be required to work include;

• Collecting regular data for the head office (such as meter readings)
• Providing information to the Centre Manager for recharges to tenants and to help with credit control
• Attending and contributing to meetings of the cluster’s property management team
• Making suggestions on how to improve management and delivery of maintenance and services to tenants and improve the company's social and environmental objectives
• Assisting the IT department with setting up and managing phone systems and simple computer networks
• Any other reasonable task commensurate with the role

You will maintain a professional standard of presentation and communication with colleagues and tenants at all times.

Person Specification

This is a busy, demanding and ‘hands-on’ role that will require someone who is organised, enthusiastic, confident and a problem solver. You will need:

Previous experience of working in a similar role - for example as a maintenance officer in the public or private property sector or a school caretaker.

• To be trustworthy and able to establish a good rapport with tenants and team members
• To be able to prioritise your work, multi-task and remain flexible
• To be able to act quickly and effectively, often on own initiative and sometimes under pressure
• Basic DIY skills and experience
• To be committed to providing a good service to our tenants
• To be a good communicator, both orally and in writing
• To be comfortable using Microsoft Office software, including Excel
• To be able to work successfully both independently and in a team
• To be committed to social and environmental issues

Contractual Details

This is a permanent role with a three-month probationary period. Benefits include 25 days holiday entitlement (pro-rata) in addition to all public bank holidays. The salary for this role is up to £21,000 gross per year, depending on skills and experience.

We offer a company contribution up to 7% to a pension dependant on scheme choice, a free company bicycle scheme with bicycle maintenance costs, childcare vouchers, season ticket loans, interest free personal loans, as well as other benefits.

Please note, you must be eligible to work in the UK in order to apply for this role. No agencies

Full Job Description Here: Assistant Property Manager

Application Form

Hours:                  26.25 hours a week - Monday to Friday 1.15pm – 6.30pm

                             Some flexibility is required to work extra hours, which will be determined by the Office and Service Manager when necessary.

Contract:             Permanent – Part time role.

Location:             The Green House, 244-254 Cambridge Heath Road, London, E2 9DA.

The Ethical Property Company

Founded 20 years ago, the Ethical Property Company provides affordable workspace to charities, community groups, campaigns and social businesses working for a fairer and more sustainable society. From humble beginnings, the company has grown steadily and now owns or manages 23 centres across the UK providing affordable office, retail and conference space to over 1,000 social change organisations. Flexible leasing arrangements provide our tenants with long-term security and working alongside like-minded organisations offers them influence-enhancing networking opportunities.

The company has some 100 staff, based in our properties in London, Oxford, Bristol, Cardiff, Edinburgh, Sheffield, Bath, Brighton and Manchester. Our centres are managed to minimise energy use, waste, car travel and the use of harmful materials while offering tenants modern, affordable and flexible space managed in a transparent and supportive way.

The Post

The part-time receptionist will work as part of a two-person reception team and will play an important role in our flagship building The Green House. The receptionist will be line managed by the Office and Service Manager for the South East cluster and will play an important role in welcoming visitors, supporting our tenants and assisting the O&S Manager in organising and promoting tenants networking and social events.

Your duties will include:

Access, Security and Deliveries

• Being the first point of contact for visitors to the centre; welcoming them and issuing name badges and ensuring that all of them sign in, announcing their arrival and directing them to the appropriate tenant organisation or meeting room
• Ensuring security procedures are followed in the centre, and that all building visitors/contractors sign in/out
• Taking deliveries of the Royal Mail post, sorting and distributing it to tenant organisations and ensuring that outgoing post is collected every evening
• Notifying tenants when deliveries arrive in the building

Communications

• Answering phones and directing calls to relevant staff or tenants
• Acting as a point of contact for tenant queries and communicating these effectively to the Office and Services Manager and/or any other members of the Property Management team
• Helping to establish and maintain excellent communication with tenant organisations
• Ensuring an effective handover is made between shifts
• Ensure contact information is kept up-to-date for each organisation in the cluster, including tenant representatives, Directors, first aid and fire Marshall Contacts, etc. and liaise with O&S manager to ensure that this information is updated.

Synergy Activities

• Assist the Office and Service Manager with organising synergy activities and events where tenants can work together, learn from each other, improve their well-being and network (e.g. gardening club, cyclist group, recycling campaigns, among other)
• Assist with the promotion of any synergy activities within the building, emailing tenants, designing posters and newsletters.
• Encouraging and support effective collaboration among the tenants and the community.
• Assist the O&S Manager in encouraging tenants to participate, organise, lead and attend synergy activities within the building
• Ensuring effective communications between both receptionists and to equally split tasks and services in consultation with the Office and Services manager;

Administration and Purchasing

• Assisting with administrative duties in the cluster as and when required;
• Ordering supplies for the cluster and keeping an accurate record in the purchase order / tenant recharge sheet;
• Monitor photocopier and franking machine usage for the centre and ensure re-charges are sent to the finance department on monthly basis in an accurate and good timely manner.

Other responsibilities

• Working within the company’s procedures and policies
• Working to improve the services we provide to tenants
• Working to improve the company's social and environmental objectives
• Covering for other members of the reception team when they are in training, on holiday, etc
• Attending company-wide events such as training events and the annual staff conference
• Additional Ad-hoc duties in accordance to the job role specified by the Office and Services Manager

Person Specification

You are a welcoming, proactive, friendly and organised person, who enjoys the challenges of being the first point of contact.

• Has excellent communication skills and experience of communication with different groups of people
• The ability to act quickly and effectively using their own initiative
• To be a team-player
• Have good IT skills, particularly Microsoft Office software
• Good organisational skills and the ability to prioritise his/her work, multi-task and remain flexible
• To be trustworthy, personable and reliable
• A commitment to provide a good service to our tenants
• To maintain a professional standard of presentation and communication with colleagues and tenants at all times
• We would also like applicants to be committed to social and environmental issues.

Contractual Details

This is a permanent contract with a three-month probationary period.  The salary is £10.55 per hour - £14,400 per annum (Full time equivalent £20,572). The working hours for the role are 26.25 hours a week, Monday to Friday from 1.15pm – 6.30pm. Some flexibility is required to work extra hours, which will be determined by the Office and Service Manager when necessary.

Benefits include 25 days holiday entitlement (pro-rata) in addition to statutory public bank holidays (pro rata). We offer a company pension contribution up to 7%, a free company bicycle scheme with bicycle maintenance costs, season ticket loans, interest free personal loans, as well as other benefits.

Please note, you must be eligible to work in the UK in order to apply for this role. No agencies please.

Full Job Description: Receptionist - JD - TGH - Nov 2019.pdf