Office Coordinator

8.53 (8174)

Purpose of job:

Comic Relief provides office space for our hybrid staff team in The WhiteChapel Building. We are looking for a facilities officer to provide internal customer service to our staff team, help ensure compliance with appropriate health and safety (H&S) regulations and carry out administrative responsibilities. This role would suit a skilled administrator with strong interpersonal skills and a willingness to learn. This role will help to support Comic Relief in our mission of ‘A Just World Free from Poverty’ through supporting staff to have the tools and environment to be successful in their roles. The role would suit someone who enjoys getting involved in a wide range of activities and wants to broaden their experience.

If you are successful in applying for this role, you will manage deliveries and stock for the office, respond to both routine and emergency enquiries, support logistics of our major campaigns including Red Nose Day, provide support on simple IT requests (training will be provided), have a level of H&S responsibilities and manage the onboarding/offboarding of staff at Comic Relief on behalf of the Facilities and IT teams. This role will require office attendance five days a week.

Interviews are expected to take place on the 15th/16th of April

Key responsibilities:

Onboarding/Off boarding

• Issue all new starters with security ID pass ensuring that they have the correct access permissions within our office and the building.

• General systems housekeeping – ensuring tasks are complete and changes are updated on our systems.

• Owning the process of onboarding and offboarding staff on behalf of the IT and Facilities teams, providing a positive start and end for your colleagues.

• Leading both site and organisation induction

• Supporting staff with equipment for homeworking and collecting this when they leave

• Offer training to staff on use of Comic Relief internal systems as part of onboarding process.

Office Support

• Manage the office supply ordering and distribution, and keep inventory of stock

• Carry out daily checks around the office to identify any hazards and maintenance work that needs to be carried out.

• Arranging maintenance call outs and supporting the Facilities Manager with contractors.

• Ensure that all jobs logged onto helpdesk are responded to, fulfilled and closed in a timely and efficient manner

• General kitchen tidiness - making sure equipment, worktops and surfaces are clear and tidy and ensuring adequate supplies of tea/coffee/etc.

• Receive, sort and distribute daily mail/deliveries

• Ensuring all meeting room technology is ready for use each day and respond to requests for support with room technology.

• Checking desks are correctly set up for use and respond to requests for support.

Health & Safety

• Ensure that desk assessments have been competed for the office at least on an annual basis by all staff.

• Monthly checks of fire safety equipment and fire doors to ensure and document compliance.

• Manage the first aiders and fire marshals, ensuring that we have sufficient cover

• Ensure our office facilities – AV equipment, water dispensing system etc – are in good working order and arrange maintenance where necessary.

• Ensure the office is tidy/presentable and without hazards

• Assist the Facilities Manager in writing Risk Assessments

• Deputise for the Facilities Manager during absence

IT Support

• Escalate complex issues to Internal Systems Team and Facilities Manager if unable to resolve at the first level.

• Provide first-level technical support to end-users via phone, email, or chat.

• Assist users with login problems, password resets, and basic technical inquiries.

• Record and document all help desk interactions, issues, and resolutions in a ticketing system.

• Deliver excellent customer service by being responsive, courteous, and patient with end-users.

• Communicate effectively and in a user-friendly manner, avoiding technical jargon when possible.

Person specification

Essential criteria

• Must be able to read, write, speak, and understand the English language well.

• Demonstrable experience of working in an office environment

• Previous experience in a customer service role

• Demonstrated ability to learn new technological skills

• Able to work independently and collaboratively

• Strong administrative skills

• Strong communication and social skills

• Ability to be resourceful and proactive when issues arise

• Multitasking and time-management skills, with the ability to prioritise tasks and manage a varied and demanding workload.

• Well organised, dedicated, reliable, and flexible

Desirable criteria

• Proficiency in Microsoft Office Suite

• IT Service Desk experience (1st line) customer facing

• Facilities Experience

• IOSH qualification in Health and Safety

Don’t meet every single requirement? Studies have shown that women and people of colour are less likely to apply to jobs unless they meet every single qualification. At Comic Relief we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Why work at Comic Relief

There are lots of good reasons to join us at Comic Relief. You can read more about our employee benefits, such as our commitment to flexible and hybrid working. We ask staff to come to the office twice a week, normally on agreed team days, so that we can do all those things that are difficult to do online. Our office is based in Whitechapel, London,. There are lots of opportunities to develop your skills and experience at Comic Relief, including opportunities to become a Mental Health First Aider or to participate in our Employee Network Groups that focus on making Comic Relief a more inclusive place to work.

Disability Confident employer

As part of the Disability Confident scheme, we take positive action by providing first-round interviews to candidates who have a registered disability, provided they meet the minimum criteria for the role, as demonstrated on their CV and application questions.

We ask that candidates that wish to be considered for this scheme email j.scott@comicrelief.com to discuss further. Please do not email CV's/cover letters