Estates Coordinator

Job description

As Estates Coordinator, you'll play a central role in the smooth operation of our Glasgow office, ensuring a safe, welcoming and professional environment for colleagues and visitors. You'll work closely with colleagues and contractors to oversee key aspects of the office's day-to-day activities. These include aspects of security systems, storage facilities and personal lockers management. You'll help to ensure we get maximum value from our office space and will play an essential co-ordination role in any layout or usage changes. You'll also be responsible for incoming and outgoing post, as well as looking after key provisions such as stationery, first aid supplies and office furniture.

This position will involve lone working as the remaining Estates team are located in London and Cardiff. Although, Ofgem operates flexible working in this particular role, the successful candidate will be required to attend the office 5 days a week (Monday to Friday). This is a great time to join the Estates team as we are expanding our presence in Glasgow, and you will very much be part of this expansion. You will have the opportunity to shape how Ofgem operates in the Glasgow office.

This role would suit someone with proven customer service skills in a similar environment. Good organisation skills and the ability to adapt quickly to new priorities and circumstances would be good. You should be comfortable using MS Word and Excel and have good communication skills. Any previous experience of facilities management, managing contractors would all be of value.

Ofgem is proud to be an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for all employees.

**Please note that interviews for this role will be in person (on-site).

Person specification

Key Responsibilities

• Act as the first point of contact for colleagues, the landlord, and service providers. Overseeing the delivery of a quality workplace environment, with a focus on excellent customer service to provide a usable, and safe working environment for colleagues at all times.
• Providing front of house services including reception, building inductions to new starters, producing and tracking security passes including visitor management.
• Carry out routine daily tasks supporting the day-to-day requirements of colleagues such as processing post, enforcing clear desk policy, personal storage allocation and monitoring of stock levels of stationery and hospitality.
• Supporting the wider Estates team as required.
• Develop and maintain various logs and data requirements as required providing timely and accurate reporting.
• Drafting clear communications for distribution to colleagues via Intranet articles and email.
• Act as a First Aider and Incident Control Manager for the Workspace.

Essential

In the event of receiving a large number of applications an initial sift may take place on just the identified lead criteria indicated below.

• Ability to work under own initiative to organise and prioritise a changing workload [Lead].
• Experience of delivering a quality customer service in a approachable manner.
• Excellent written and verbal communication skills.
• IT proficient including Microsoft Word and Excel.
• First Aid and Incident Control Manager trained (or willing to undertake training within 3 months of appointment to role).

Desirable

• Facilities Management and contract management experience.
• Health and safety experience.

Behaviours

We'll assess you against these behaviours during the selection process:

• Changing and Improving
• Working Together
• Managing a Quality Service

Technical skills

We'll assess you against these technical skills during the selection process:

• Please refer to the Candidate Pack attached for full details.

Benefits

Alongside your salary of £24,623, OFGEM contributes £6,648 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Ofgem can offer you a comprehensive and competitive benefits package which includes; 30 days annual leave after 2 years; Excellent training and development opportunities; The opportunity to join the generous Civil Service pension which also includes a valuable range of benefits; currently 1 day a week in the office but is in review, flexible working hours and family friendly policies. Plus lots of other benefits including clean and bright offices based centrally, engaged networks and teams and an opportunity to contribute to our ambitious and important targets of establishing a Net Zero energy system by 2050. This exciting blend of professional challenge and personal reward identifies career opportunities at Ofgem as something to get excited about.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window) , and will assess your Behaviours, Experience and Technical skills.

When you press the 'Apply now' button, you will be asked to complete personal details (not seen by the sift panel), your career history and qualifications.

You will then be asked to provide a 1250 word 'personal statement' evidencing how you meet the essential and desirable skills and capabilities listed in the role profile. Please ensure you demonstrate clearly, within your supporting statement, how you meet each of the essential and desirable skills and capabilities.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window) .

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window) .