Job Title:

Office and Facilities Manager

Responsible to:

Head of Compliance & Central Support

Salary Scale:

Job location:

£28,000 - £34,000 (FTE) per annum dependent upon
experience

Travel between offices, as required - Church
Gresley/Derby/Tamworth - with potential for hybrid
working, as business need allows

Work Pattern:

Monday to Friday, 37.5 hours per week

Role purpose:

The Office and Facilities Manager serves as the lead for the effective and safe running of all
Citizens Advice Mid Mercia (CAMM) premises, ensuring an optimal working environment for
all  stakeholders  including  clients  and  visitors.    The  role  balances  operational  excellence,
regulatory  health  &  safety  compliance,  asset  control,  and  facilities  oversight  to  support
CAMM’s objectives and values.  Acts as the main point of contact for facilities, H&S, and office
equipment queries.

Main Duties and Responsibilities:

Team management and administration:

•  Line manage the central administration and reception team which includes volunteers
•  Recruit,  induct  and  train  new  members,  conduct  1:1s  and  proactively  monitor

performance

•  Schedule and oversee monthly team meetings

Facilities Management:

•  Oversee the smooth day-to-day running of the offices, ensuring they are clean,

secure and well-maintained

•  Arrange planned preventative maintenance and coordinate reactive repairs with

contractors and suppliers

•  Manage security arrangements including key/fob distribution, alarm systems and

access control

•  Liaise with landlords, as needed
•  Monitor and manage utilities usage, seeking opportunities for cost and energy

savings

•  Maintain accurate records of compliance inspections, incidents, and maintenance

Job Title: Office and Facilities Manager

reports.

Health & Safety:

•  Ensure a safe and secure environment for all stakeholders and report on risks or areas

of concern

•  Conduct  and  maintain  risk  assessments  for  all  office  activities  and  environments,

including outreach venues

•  Coordinate fire safety, including emergency evacuation plans, fire drills, alarm testing,

fire marshal and first aid training

•  Conduct building tours for new starters
•  Ensure Display Screen Equipment (DSE) assessments are carried out for all staff and

volunteers

•  Oversee accident/incident reporting, investigation and record-keeping
•  Provide H&S induction and ongoing training for staff and volunteers
•  Keep up to date with legislative changes and best practice guidance

Equipment & Asset Management

•  Manage the issue, return, and record-keeping of all organisational equipment,
including IT hardware (laptops, monitors, peripherals), telecoms and other
operational tools

•  Maintain accurate asset registers and inventories for all locations
•  Monitor stock levels of essential equipment and office supplies, procuring

replacements in line with budget approvals

•  Coordinate with the IT/Telecoms providers to support onboarding, equipment setup

and decommissioning

•  Review and update operating procedures for all technical/IT equipment, as
necessary, and conduct training sessions for staff/volunteers for equipment
operation, as appropriate

Space Planning & Resource Management

•  Plan and allocate workspace to optimize efficiency and meet business needs
•  Assist with office moves, relocations, or reconfigurations, including desk set-up and

equipment provision

•  Manage the procurement and disposal of office furniture in line with sustainability

and cost-efficiency principles

•  Oversee the proper use and functioning of meeting rooms and shared facilities

Other duties and responsibilities

•  Draft, update, and distribute office, facilities, and H&S procedures
•  Present on behalf of the Head of Compliance & Central Support in facilities/H&S-

related matters, when required

•  Attend  organisation

induction,  operational/other  management  meetings  to

disseminate information or present reports
•  Greet clients and other visitors to the premises
•  Abide by H&S, safeguarding and GDPR guidelines

Job Title: Office and Facilities Manager

•  Undertake any other relevant duties that may be reasonably requested by the Head
of Compliance & Central Support to ensure the smooth running of the department

•  Approach tasks with enthusiasm, drive and a can-do attitude
•  Flexible approach to working hours as required by the needs of the business

CORE VALUES

All members of the organisation will commit to:

•  Communicate: We will be consistent, positive, passionate and listen.

•  Ownership:  We  will  be  accountable,  make  a  difference,  meet  deadlines,  keep

promises and have solutions.

•  Respect: We will be honest, work with integrity, trust each other, be fair, tolerant and

stand for equality.

•  Effective: We will deliver quality, focus on detail and be professional.

Job Title: Office and Facilities Manager

Person Specification
1.

Proven experience in office or
administration team
management/supervision, or a similar role
Proven strong knowledge of Microsoft
Office 365 Applications and experience of
case management systems
Proven experience in maintenance
coordination, facilities management or a
similar role
Specialist knowledge of H&S legislation
(minimum IOSH Managing Safely) and best
practices or working towards this
Demonstrable ability to work under
pressure, to deadlines, in a very past paced
environment
Thorough with good attention to detail and
a systematic approach to managing tasks

Proven analytical and problem-solving skills

Excellent communication and interpersonal
abilities
Clear demonstrable experience in
improving processes and effective decision
making
Use of own vehicle and full clean driving
licence
Willingness to travel to different office
locations, according to business need
Experienced in implementing and managing
health & safety information management
systems
Experience of dealing with safeguarding
issues
Experience of working in a voluntary
organisation

Essential

Desirable

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x

x

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Job Title: Office and Facilities Manager