Job Title: Facilities Assistant
Salary: £24,190 per annum
Contract Type: Permanent, Full Time
Hours: 35 hours per week (Monday to Friday- 8AM to 4PM)
Location: QBE, Mill Court, Mill Street, Stafford, Staffordshire, England, ST16 2AX

Reporting To:

Regional QBE Facilities Manager – primary; Operations People Leader - secondary

Job Purpose:

Supporting the day-to-day operations of the facilities team by ensuring the workplace is safe, clean, well-maintained, and operating efficiently. The Facilities Administration Assistant plays a key role in maintaining the physical environment and supporting staff and visitors. In addition, there is a requirement to provide administrative support to underwriting teams. This role bridges administrative functions with processes, supporting teams with documentation, data management, scheduling, and basic tasks.

Key Responsibilities:

Facilities Support:

The role involves providing both facilities and administrative support across a range of tasks. Key responsibilities in facilities support include monitoring access to the building and reporting any security concerns, managing keys, ID badges, and visitor logs, and ensuring high cleanliness standards by liaising with cleaning staff or contractors. The candidate will ensure communal areas, meeting rooms, and restrooms are tidy and well-stocked, while also reporting and following up on more complex maintenance issues. Acting as a point of contact for internal and external stakeholders, the role includes drafting and distributing internal communications and updates. Additional duties involve managing deliveries, post, office supplies, and ad-hoc requirements, conducting regular checks to ensure compliance with health and safety regulations, and supporting fire safety procedures such as fire drills and routine checks.

On the administrative side, the successful candidate will support data entry, analysis, and reporting using spreadsheets or specialised software. They will be responsible for maintaining and updating records, databases, and filing systems, preparing reports, presentations, and documentation as needed, and liaising with IT or technical teams to resolve minor technical issues.

Skills and Qualifications:

The ideal candidate will possess strong administrative and organizational skills, with proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. A basic understanding of technical systems or a willingness to learn is essential. Excellent written and verbal communication skills are required, along with the ability to multitask and prioritise workload effectively. Good practical and problem-solving skills, as well as an awareness of health and safety regulations, are also important. The candidate should be able to work independently and as part of a team. It is desirable for candidates to have previous experience in a facility, reception/front of house, or administrative role, as well as IT skills relevant to the position.

Personal Attributes:

The ideal candidate is reliable and punctual, demonstrating accuracy, attention to detail, and a flexible approach to evolving business requirements. They are proactive and self-motivated, with a hands-on approach to their work. Strong communication and interpersonal skills are essential, along with being a team player who embraces a collaborative mindset. The candidate should also be adaptable and eager to learn new technologies and systems.

Working Conditions:

The role is based on-site only and may involve light physical tasks such as lifting and carrying items.