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Job summary
Receptionist/Facilities Assistant
Full time / Part time
Salary: £21,810 – £23,074 pa, with potential for further progression to £24,550 pa with our pay progression scheme.
Location: London
Why work for the ICO?
- Pay progression scheme.
- Hybrid and flexible working options.
- 25 days paid holiday per year, plus privilege and public holidays.
- Flexi leave (up to 26 additional days leave per year).
- Pension (employer contribution around 26.6%).
- Online discount scheme to save money at major supermarkets, retailers, gyms, restaurants, insurance providers and many more.
- Health Cash Plan.
- Fantastic development opportunities to learn and progress.
Further details can be found on the benefits section of our website .
About us
The Information Commissioners Office (ICO) is the independent regulator of information rights. In a data-driven world, we provide advice, guidance, and support to organisations enabling compliance with their obligations, as well as protecting individuals and their personal data.
As an employer, we are passionate about making a positive difference to the lives and careers of our people, and we empower you to be curious, impactful, collaborative and respectful.
Job description
About the role
The Facilities Management Team provides a wide range of core support activities for the ICO. Team members must be able to perform a variety of tasks and support each other to ensure all essential tasks are completed on a daily basis. Team members must be flexible, provide high standards of service and be able to respond quickly to customer needs.
About the role
Deal with in-coming postal deliveries, faxes and emails and distribute accordingly.
Supporting core business team with;
Uploading of materials to EDRM/ SharePoint, tracking gaps in the archives.
Following up with colleagues on provision of meeting notes.
Ownership of a new commissioner engagements log, providing references for upcoming meetings.
Assistance with managing and responding to mailbox enquiries.
Liaison with on site visitors for Commissioner meetings (meeting bookings, welcoming guests etc).
Undertaking printing, scanning, physical correspondence handling to ensure the Commissioner needs are met.
Collect and frank outgoing mail for Post Office collections.
Distribute stationery orders to departments and keep record of stock.
Support with basic maintenance and repair of various office equipment or call out engineer if necessary.
Replenish supplies to photocopiers and printers.
Provide assistance during emergency situations in cases of breakdown or interruption of service.
Reception Cover;
To provide a professional Front of House and Reception service and ensure that all visitors to the office are welcomed and greeted in a professional manor.
Manage the visitor and staff sign in processes ensuring the security of our buildings is maintained.
Be point of contact for Ofcom and superior Landlord, security/concierge.
To maintain confidentiality in relation to all information that the post-holder is exposed to.
Collect confidential waste bags for on site shredding.
Assist Facilities Manager in office moves.
Cover absence for other team members in the Facilities Department.
Undertake Facilities Cleaning and Safety Audits as well as administrating the ICO health and safety risk assessment programme for Riverside House.
About you
- Experience relevant to the role requirements, as described in the role responsibilities and person specification, and accumulated through any combination of academic or vocational qualifications or experience
- Good verbal communication and customer service skills for dealing with incoming calls, mail and email
- Flexibility to respond to changing priorities and undertake a varied range of general administrative/service duties
- Understands the importance of and shows willingness to carry out minor tasks which are vital to the smooth operation of the organisation
- Organisational skills and ability to prioritise
- General office based IT skills (e.g. Word, Excel, Outlook)
- Ability to work as part of a team
- Committed to providing high standards of quality and customer care
Person specification
Equality, diversity, and inclusion
The ICO is committed to promoting and enhancing equality, diversity, and inclusion. We are focused on developing a workforce that is representative of the communities we serve and together we are building an inclusive workplace where all of our colleagues have the opportunity to make a real difference. We are championing this through our Equality Diversity and Inclusion Board together with a number of staff networks. Read more about our commitment on our website.
If you have a disability or impairment and have difficulty using our online application system, please email the HR team at recruitment@ico.org.uk who can arrange for you to submit an application via an alternative method.
Benefits
Things you need to know
Selection process details
Closing Date
Please submit your CV by 23:59, 13 August 2023
We reserve the right to close this vacancy before this date should we receive sufficient applications. Please apply as soon as possible to ensure your application is considered.
Feedback will only be provided if you attend an interview or assessment.
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Working for the Civil Service
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).
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Contact point for applicants
Job contact :
- Name : recruitment@ico.org.uk
- Email : recruitment@ico.org.uk
- Telephone : recruitment@ico.org.uk
Recruitment team
- Email : recruitment@ico.org.uk
Further information
