Office Administrator

Location

Bedford, Bedfordshire | United Kingdom

Job description

Office Administrator

c.£33,000 per annum

Bedford

Fixed Term Contract (12 months)

At Money and Pensions Service, we are dedicated to providing financial guidance and support to the public. Our mission is to empower people to make informed decisions about their money and pensions. We are currently seeking an enthusiastic and organized Office Administrator to join our team. As an Office Administrator, you will play a crucial role in ensuring the smooth operation of our new office and supporting our colleagues.

The Office Administrator will report directly to Building Service Manager. In this role you will be responsible for the following;

• Being a positive, proactive and welcoming host for MaPS for all visitors to the office
• Establish and maintain a welcoming and efficient process for New Starter’s joining the office and supporting line managers with high quality inductions
• Acting as the first point of contact for any workspace problems visitors and colleagues may have
• Encouraging team work to be keep our office clean and tidy
• Lead on office cleanliness by ensuring the coffee machine is cleaned and the dishwasher is filled, turned on and emptied daily
• Inducting visitors on key Health and Safety (H&S) workplace information
• Liaise with suppliers and contractors to coordinate works and/ or deliveries and collections
• Manage the office diary and inbox via use of Microsoft Outlook
• Work with the internal communications team to keep colleagues abreast of office management and facilities matters
• Providing support to key MaPS meetings by setting up meeting room logistics, providing refreshments and sourcing catering for lunches when required and cleaning up after meetings
• Booking ad-hoc meeting rooms for Non-Executive Directors and senior leaders as required, provide printing services if requested
• Assist with booking travel arrangements as needed
• Ensuring there are effective meeting room facilities services including but not limited to room booking allocation, ensuring IT and AV equipment fully functional, temperature control, and room layouts and ensure meeting rooms are adequately stocked e.g., flip charts, paper, markers
• Stock control and storage of office equipment and consumables
• Processing of payments for suppliers and accurate recording of expenditure
• Liaise with Bedford Borough Council and Caxton House Facilities staff to manage and oversee the process of people, goods and mail entering and exiting the office to comply with MaPS’ policy, and in particular security arrangements
• Working with the Building Services Manager and Health and Safety stakeholders to ensure compliance with H&S policy and procedures and undertaking any H&S related activity as directed
• Act as the lead Fire Warden and First Aider, recruit and coordinate training other colleagues to be supporting fire marshals and coordinating fire evacuations and drills
• Provide ad-hoc support to IT to resolve any IT problems colleagues/visitors may have
• Manage incoming and outgoing post and deliveries across all departments – printing and franking post to customers or stakeholders as required
• Liaise with the landlord to proactively resolve any issues that arise
• Deputising for the Building Services Manager as required

You will need to demonstrate the following skills and experience;

• Competent use of all standard MS Office applications
• Excellent written and verbal communication skills
• Experience of delivering a customer focused service or undertaking receptionist-based duties
• Strong organisational, time management and planning skills
• Customer focused, engaging and welcoming approach
• Good communication and presentation skills
• Ability to anticipate internal customer needs and how to deliver excellent customer satisfaction
• Ability to resolve problems traditionally and innovatively

The Money and Pensions Service is based in Bedford and as a key employer in the town we work hard to ensure that we are an active part of the community. This is a great opportunity for you to join us in Bedford and to be an integral part of the Money and Pensions Service team.

We are already forging great relationships with Bedford Borough Council and other local organisations to ensure that we are an active part of the community and fully integrated to play our part in the Government’s “levelling-up” strategy. This is a wonderful opportunity for you to be one of the first colleagues to join us in Bedford and to be an integral part of helping us establish ourselves in the town.

At the heart of the Money and Pensions Service are our values – caring, connecting and transforming, which are the foundation of our success. They permeate every area of our work and define all our business relationships and the way we work with each other. We’re not only looking for the best people in and around Bedford to come and work for us, but we need people who align themselves to our values: -

• Caring
  We care about our colleagues and people whose lives we are here to transform.
• Connecting
  We will transform lives through our ability to make positive connections.
• Transforming
  We are committed to transforming lives and make a positive societal impact.

About MaPS

At MaPS, we help people – particularly those most in need – to improve their financial wellbeing and build a better, more confident future. Working collaboratively across the UK, we make sure customers can access high-quality money and pensions guidance and debt advice throughout their lives, however and whenever they need it.

About our people

In our move to Bedford, we aim to attract and retain the absolute best talent, so we can achieve our objectives and continue to make a difference to millions of people’s lives. We are keen to encourage applications from individuals across the whole community with the skills, knowledge, and behaviours for the job, and who show a strong commitment to MaPS’ objectives, values, and vision. It is important to us that we continue our ambition to be a genuinely diverse and inclusive organisation, so that we reflect the people we are here to help.

Our inclusive working environment

By fostering our values, we are immensely proud of the inclusive working environment that we have created. The diversity of our people is a strength that we embrace and wish to build upon, so we are committed to attracting people of all backgrounds.

We work hard to ensure that we have a progressive approach to inclusion, equity and belonging. We really do want our colleagues to “bring their whole selves to work.”

By way of brief example, we have an enviable ethnic diversity mix, equal gender balance with a zero mean gender pay gap and thriving colleague and ally networks, including LGBTQ+, neurodiversity, women’s health, men's health, ethnicity, and diversity.

What Money and Pensions Service can offer you?

• Generous Annual Leave – 30 days plus Bank Holidays
• Pension scheme – contributions matched 2 to 1 (up to 10% of your salary)
• Interest-free loan to help you buy season tickets for buses and trains
• Cycle to work Scheme
• Subsidised eye test & flu jabs
• Life assurance scheme
• Give as you earn scheme
• Employee assistance programme (EAP)
• PAM Assist and PAM Life scheme (Wellbeing)
• Enhanced family and sick pay
• Paid volunteering (2 days a year)
• Recognition Scheme
• Discounts portal to numerous retailers

How to apply:

To apply for this position, we kindly request that you submit a cover letter of up to 1,000 words. Please highlight how your qualifications align with the essential criteria. Additionally, provide your most recent CV.

The Money and Pensions Service (MaPS) is an arm’s-length body sponsored by the Department for Work and Pensions. This role is to be appointed under MaPS Terms & Conditions. Full details on the T&C’s are found

Our policy requires that selection for appointment to the MaPS is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact the Money and Pensions Service via email: [email protected]. If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website.

If you’re already a MaPS employee, and as part of our Talent Strategy, we’re committed to strengthening opportunities for our people to learn, grow, progress, and thrive. For many of you, this may be preparing and applying for your next role with us, and we're passionate about ensuring you feel supported throughout your internal recruitment experience. Please get in touch if you want to know more about some of the ways in which we could support you by emailing [email protected]

Job Reference: MaPS00589

Close Date: 13th March 2024

What Money and Pensions Service can offer you?

• Generous Annual Leave – 30 days plus Bank Holidays
• Pension scheme – contributions matched 2 to 1 (up to 10% of your salary)
• Interest-free loan to help you buy season tickets for buses and trains
• Cycle to work Scheme
• Subsidised eye test & flu jabs
• Life assurance scheme
• Give as you earn scheme
• Employee assistance programme (EAP)
• PAM Assist and PAM Life scheme (Wellbeing)
• Enhanced family and sick pay
• Paid volunteering (2 days a year)
• Recognition Scheme
• Discounts portal to numerous retailers

How to apply:

To apply for this position, we kindly request that you submit a cover letter of up to 1,000 words. Please highlight how your qualifications align with the essential criteria. Additionally, provide your most recent CV.

The Money and Pensions Service (MaPS) is an arm’s-length body sponsored by the Department for Work and Pensions. This role is to be appointed under MaPS Terms & Conditions. Full details on the T&C’s are found

Our policy requires that selection for appointment to the MaPS is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact the Money and Pensions Service via email: [email protected]. If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website.

If you’re already a MaPS employee, and as part of our Talent Strategy, we’re committed to strengthening opportunities for our people to learn, grow, progress, and thrive. For many of you, this may be preparing and applying for your next role with us, and we're passionate about ensuring you feel supported throughout your internal recruitment experience. Please get in touch if you want to know more about some of the ways in which we could support you by emailing [email protected]

Job Reference: MaPS00589

Close Date: 13th March 2024

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A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident .

Job tags

Salary

£33k per annum