Facilities Administrative Assistant (Part Time)

600 stores. Smooth operations. Impacting the future.

Facilities Assistant

£28,000 full-time equivalent per annum (pro-rated at £16,800 per annum + Benefits)

Reports to: Property Manager

Department: Chief Operating Office

Contract: 12 month fixed-term contract

Hours: Part time 21 hours per week

Location: Stratford, London. Office-based with high flexibility (1-2 days per week in the office). We are open to flexible working requests.

Visa sponsorship: You must be eligible to work in the UK to apply for this vacancy. Cancer Research UK is not able to offer visa sponsorship.

Closing date: 25 November 2024 23:55

This vacancy may close earlier if a high volume of applications is received or once a suitable candidate is found, therefore we strongly recommend that you apply early to avoid disappointment. If you require more time to apply as part of a reasonable adjustment, please contact [email protected] as soon as possible.

Recruitment process: One competency-based interview

Interview date: From the week commencing 02 December 2024

How do I apply? We operate an anonymised shortlisting process in our commitment to equality, diversity, and inclusion. CVs are required for all applications; but we won't be able to view them until we invite you for an interview. Instead, we ask you to fully complete the work history section of the online application form for us to be able to assess you quickly, fairly, and objectively.

At Cancer Research UK, we exist to beat cancer.

We are professionals with purpose, beating cancer every day. But we need to go much further and much faster. That's why we're looking for someone talented, someone who wants to develop their skills, someone like you.

Cancer Research UK's Property team is essential to the smooth running and sustainability of our organisation. The team manages the facilities and maintenance (c.£6m spend), energy (c.£6m), renovation(c.£1m), and the opening of new sites across our retail and head office estates. This consists of 600+ stores, 40 superstores, 4 distribution hubs & online marketplaces; and two head offices across the UK. To pay for property services across all our sites, the team raised c.400+ POs worth c.£2.1m last year (one of the largest volumes of departmental POs across the charity).

As a Facilities Assistant, you will support our Central Property team in managing our retail and corporate estates by providing efficient and effective administrative support across the team. This will be a varied role with a range of responsibilities such as: supporting the team in managing and coordinating meetings, travel, and events; maintaining databases and communications channels; preparing documents, and handling utilities queries from staff across the charity. You will play a key role in raising a high-volume of POs (including staged POs) for all property services while handling the invoicing process and payment queries. Furthermore, you'll have the opportunity to support on team projects, carbon reporting, and energy schemes.

If you are an experienced Administrator with strong planning and communication skills, we would love for you to join our mission.

What will I be doing?

Providing administrative support to the Central Property team by supporting the management of Cancer Research UK's retail and corporate property estate (600+ stores and 2 head offices):

• Providing administrative support on property performance in relation to rent, compliance, outstanding works, and projects.

• Raising purchase order (PO) requisitions, checking invoices, managing goods receipts, running financial reports for budget management, resolving payment queries, and dealing with expenses.

• Supporting the Head of Property and senior Property team in managing diaries, coordinating meetings, creating meeting agendas and minutes, and making travel arrangements.

• Maintaining key databases (including compliance documentation) and feeding into reports and analysis for strategic planning.

• Supporting the Facilities team with carbon reporting and Energy Savings Opportunity Schemes (ESOS) in coordination with the Sustainability Manager for auditing.

• Supporting with utilities queries ensuring they are dealt with for corporate offices and the retail estate.

• Maintaining the Property Services Intranet and SharePoint pages and communication channels.

• Supporting project planning for corporate premises' moves and capital programmes.

• Organising Property team events & Quarterly Management Team Meetings.

• Carrying out other ad-hoc property administration duties as required.

What skills will I need?

• Administrative background (preferably within a property and facilities management environment but we welcome applicants from alternative backgrounds).

• Experience managing diaries, minute taking, and preparing documents (e.g., PowerPoint presentations, meeting agendas, correspondence).

• Good written and verbal communication skills with the ability to communicate effectively at all levels, draft communications for different audiences, and handle queries.

  • Experience dealing with landlord and tenant-related queries would be advantageous but we welcome applicants without this experience.

• Strong prioritisation and planning skills with experience working under minimal supervision and keeping to deadlines.

• Has built collaborative relationships with the ability to network across the organisation, work as part of a team, and manage expectations.

• Identifies and understands the needs of others.

• Champions new ideas and process improvements.

• Strong attention to detail with good IT skills (e.g., data entry/ databases and Microsoft 365 packages such as PowerPoint and Word etc).

  • Experience with property systems would be an advantage but is not essential to apply.

Our organisation values are designed to guide all that we do.

Bold: Act with ambition, courage and determination

Credible: Act with rigour and professionalism

Human: Act to have a positive impact on people

Together: Act inclusively and collaboratively

We're looking for people who can believe in and embody these organisation values and can use them to drive forward progress against our mission to beat cancer.

If you're interested in applying and excited about working with us but are unsure if you have the right skills and experience we'd still love to hear from you.

What will I gain?

We create a working environment that supports your wellbeing and provide a generous benefits package, a wide range of career and personal development opportunities and high-quality tools. Our policies and processes enable you to improve your work-life balance, take positive steps in your career and achieve your personal wellbeing goals.

You can explore our benefits by visiting our careers web page.

Additional Information

For more information about working with us please visit our website or contact us at [email protected].

For more updates on our work and careers, follow us on: LinkedIn, Facebook, Instagram, X and YouTube.

Our vision is to create a charity where everyone feels like they belong, benefits from and participates in, the work we do. We actively encourage applications from people of all backgrounds and cultures, in particular those from ethnic minority backgrounds who are currently under-represented.

We want to see every candidate performing at their best throughout the job application process, interview process and whilst at work. We therefore ask you to inform us of any concerns you have or any adjustments you might need to enable this to happen. Please contact [email protected] or 020 3469 8400 as soon as possible.

Unfortunately, we are unable to recruit anyone below the age of 18, so that we can protect young people from health & safety and safeguarding risks.