PA, Office & Facilities Manager

The Role

At YouView we strive to create a welcoming and comfortable office environment and culture that keeps our colleagues motivated, engaged and above all, happy to work with us. We have a relaxed culture, but high standards.

This role is 100% office based in order to successfully perform the role. Working from home will be available occasionally by prior arrangement

Our PA, Office & Facilities Manager is busy, varied role responsible for helping YouView be a great place to work by:

• Providing YouView leadership team and staff with an efficient business support & administration service

• Ensuring our office environment is optimised to create a safe and inspiring place for our team to do great work

• Organising staff events to create a positive, collaborative and friendly culture to drive employee engagement

PA & Business Administration

• Provide diary management to the Exec team, prioritising complex external shareholder and customer meetings

• Co ordinating on site meetings & events including room booking, AV set up, organising visitor arrivals

• Managing all staff communications on behalf of the Exec team including stand ups, newsletters, social events

• Manage the organisation and running of our annual all staff “conference” event, summer staff party and occasional staff events throughout the year

• Provide other business administration support on occasion such as travel arrangements, conference bookings, handling expenses, writing agendas, note taking and supporting our employee committees

• Budget management

Facilities & Office Management

• Own the commercial & operational relationship with our landlord, communicating or implementing relevant information

• Ensure proper functioning of our equipment & facilities through regular inspection & maintenance, keeping logs and fixing ad hoc issues

• Manage 3rd party suppliers providing services to YV (e.g. cleaning, maintenance services)

• Keeping up to date with best practice in facilities management and applying knowledge to improve our facilities

• Responsible for workplace layouts and occasional internal office moves on occasion

• Managing our security procedures in line with our landlord & in-house IT security team

• Part of the business continuity team, with responsibility for office related matters

• Part of the Environment Crew, responsible for this area’s contribution to lowering our carbon footprint, and providing relevant data upon request

Health & Safety

• Be YouView’s “Responsible Person” and owner of the H&S Policy.

• Responsible for ensuring the YouView working environment meets all legal and regulatory standards, such as:

  • Co ordinate inspections, maintenance and testing and logs (electrical equipment, fire safety systems, emergency lighting, legionnaire’s) ensuring defects are dealt with promptly

  • Work with external advisors to ensure annual risk assessments are conducted and followed up and certificates issued

  • Conducting relevant risk assessments when necessary

  • Initiate, co ordinate and record H&S information and training

• Qualified Fire Marshall, responsible for our fire safety procedure and ensuring our fire warden provision is proportionate to workforce and risks

• Qualified First aider, responsible for equipment and ensuring our first aid provision is proportionate to workforce and risks

• Consult and communicate with employees to ensure they are informed about risks, controls and safety

• Keeping up to date with best practice in Health & Safety and applying knowledge to ensure our compliance with all regulations

Skills & Qualifications

• A recognised H&S Qualification such as IOSH Managing Safely or NEBOSH (essential)

• Level 3 or 4 IWFM qualification (preferable)

• Qualified First Aider and Fire Marshall (preferable, can be provided)

• Microsoft office suite – particularly Powerpoint and Outlook

Behaviours

• Confident communicator – builds positive relationships, influences where needed and collaborates with people at all levels

• Great organisational skills – parts of this role require planning to meet deadlines, but much of it will be reactive, you’ll need to be handle both

• Flexible and unflappable – this role is varied and can’t be captured in a role description. They’ll be occasional moments of pressure that you’ll need to handle with judgement

• Professional, confidential and discreet

Experience

You’ll need to have enough experience to confidently handle this role on a standalone basis:

• At least 2 years working within a facilities team AND

• At least 2 years as a PA or EA supporting a corporate leadership team

Benefits:

• Competitive Salary on offer

• Annual Bonus

• Flexible working

• Hybrid working model - we require all employees to come into the office 4 days per month.

• Relaxed office environment in the City of London, near Aldgate East station

• Pension Plan

• Private Healthcare

• Holiday purchase programme

• Staff Discount Scheme

• Home Office Allowance up to £400 to ensure you have the right tools/equipment for setting up at home.

• Access to Learnably with an individual training budget to support your personal development & growth.

• Cycle 2 Work Scheme - Claim £2500 towards purchasing a bike/equipment.

• Employee Assistance Programme & Mental Health First Aiders

• Generous family-friendly policies

We are committed to making our selection process accessible to everyone. If you need adjustments, please contact [email protected]

Offer to Interview Scheme:

Applicants who apply through the Disability Confident Interview Scheme and meet the ‘minimum criteria’ for the role will be offered an interview. We are committed to providing an inclusive and barrier-free recruitment process for anyone who wishes to make an application.

Find out more about us on our social media:

At YouView, we are committed to creating a work environment where every colleague feels safe and comfortable being their authentic self, while also experiencing a strong sense of belonging that enables everyone to thrive.

We place great value on building a diverse, equitable and inclusive workplace that encourages, supports, and celebrates the diverse voices of our employees, inspiring innovation, and helping us to realise our vision and have a positive impact on society.

YouView is proud to be an equal opportunity employer, and we are committed to building a diverse team of exceptional individuals. We are always looking to hire the absolute best talent and recognise that diversity in our experiences and backgrounds is what makes us stronger.

We do not discriminate against any applicant or employee based on their race, religion, ethnic origin, gender, sexual orientation, age, gender identity, marital status, neurodivergent or disability status, and it is our strong belief that the more inclusive we are as a business, the better our work will be.

Please advise our team of any support you may require throughout your applicant journey.