Job Category: Administration/General Management

Job Source:

Job Summary

  • No. of Vacancy: N/A
  • Job Location: Oxford , Oxfordshire
  • Employment Type: Full Time
  • Salary: N/A
  • Gender: Any
  • Age Limit: N/A
  • Experience: N/A
  • Career level: Mid-Senior level
  • Posted On: Jan 21, 2019
  • Application Deadline: Feb 21, 2019

Job Description/Responsibility

  • Currently looking for a new challenge within Facilities? If so apply today!
  • Berry Recruitment are currently seeking a Facilities Office Manager to join their client based in the Oxford area on a fixed term contact for the length of 14 months.
  • Role: Facilities Office Manager
    Location: Oxford
    Hours: 7.45am to 5.15pm with 30 mins lunch break - (Monday, Tuesday, Thursday and Friday) - 34 hours per week
    Salary: £22,473-£26,814 per annum
  • The Role:
  • The postholder will manage the soft services for the department, including the Reception and Events Management functions. The postholder also undertakes a number of crucial tasks that ensure the smooth running of the department including maintaining aspects of the department's people database and door access system.

    • Provide support to the Facilities Manager and undertake general duties to ensure the smooth running of the soft services in the department across all its buildings.
    • Undertake a rolling series of reviews of supplier contracts including catering, cleaning, photocopying, feminine hygiene etc. liaising with the Finance Team to ensure value for money and that the company policies in respect of procurement are followed.
    • Act as the liaison point for all supplier contracts including those for cleaning and catering and arranging and attending regular contract-management meetings with each supplier.
    • Act as the first point of contact within the department for each soft service supplier.
    • Prepare and maintain operation manuals, in the house style, for all roles managed by the postholder.
    • Prepare and maintain policies for room booking and other departmental functions, liaising with other key stakeholders in developing such policies.
    • Ensure records are maintained to record absence, overtime, etc. for the Facilities Team and report any problems to the Facilities Manager.
    • Assist with the preparation of the Facilities budget, and monitor expenditure where necessary.
    • Manage the Department-wide access control system.
    • Ensure the Departmental people database is accurate, and cross-reference data therein with the access control system.
    • Ensure the intranet pages for the Facilities Team are accurate and up to date.
    • Attend fortnightly meetings of the Facilities Team managers, and provide a written record of discussions.
    • Attend other departmental meetings of interest to this role, including the FM Forum, and report back to the Facilities Team managers.
    • Manage the Disaster Recovery Plans for each of the Department's buildings.
    • Place orders as required using the company's financial system and approve orders placed by reception and conference team staff.
      • Manage the department's Reception Team including services such as switchboards, post services, faxing, couriers, photocopying, security, access control, and car parking and visitor management.
      • Manage all personnel-related matters for the receptionists including recruitment, supervision, rotas, pastoral care, performance-related problems, probationary reviews, and ensure that any absences are suitably covered and any temporary staff adequately trained.
      • Ensure a consistently high level of service across the Reception Team, ensuring common processes are carried out.
      • Manage the first point of contact service for people in the department buildings ensuring that an efficient and smart appearance is presented at all times.
      • Manage the use of noticeboards and plasma screens.
      • Manage the booking systems for both rooms and parking spaces.

      Events Team

      • Manage the Events Team to ensure events are efficiently handled, within budget and correctly invoiced (Note: events can take place out of normal office hours and at weekends, when the post holder might need to attend as necessary, or arrange for suitable cover).
      • Generating income from spare meeting-room capacity with an agreed target.
      • Manage all personnel-related matters for the Events Team including recruitment, supervision, rotas, pastoral care, performance related problems, probationary reviews, and that any absences are suitably covered and any temporary staff adequately trained.

      Hazard-specific/Safety-critical duties

      This job includes the following hazards or safety-critical activities which will require successful pre-employment health screening through our Occupational Health Service before the successful candidate will be allowed to start work:

      • Lone Working
      • Work in hot or cold environment
      • Open food handling
      • Manual Handling

Experience Requirements

  • N/A

Education Requirements

  • N/A

Skills Requirements

  • Excellent communication/marketing skills with the ability to communicate effectively, with accuracy and balance
  • Experience in event management and proven ability to support the delivery of events
  • Experience in building productive relationships with multiple stakeholders and ability to communicate with a wide range of people
  • Experience of managing and motivating teams in a service-led environment
  • Excellent interviewing skills
  • Confident use of Microsoft Office
  • Well organised, with the ability to prioritise and handle multiple tasks simultaneously while meeting competing deadlines
  • Well-developed interpersonal skills, with the ability to communicate effectively with a wide range of stakeholders
  • Methodical, accurate and with a keen eye for detail
  • Ability to work in a busy team environment as well as working independently, taking the initiative when necessary
  • Experience in a Soft Facilities management role.


  • N/A

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About the Company

Company Name: Berry Recruitment
Address: Porters House, 4 Porters Wood, St. Albans, Hertfordshire AL3 6PQ, , UNITED KINGDOM

Company Profile: Berry Recruitment is part of the Berry Recruitment Group, a highly respected organisation based in St. Albans, Hertfordshire. The Group was formed by a team of industry experts including Tony Berry (the former Chairman of Blue Arrow and Manpower) and Ian Langley (former Chairman and current director of infrastructure, process and energy specialist, Airswift). The Group continues to expand and now operates successfully throughout the UK.

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