Job Title

Purpose of the Job Hammersmith, Fulham, Ealing & Hounslow Mind deliver services across five sites in West London. Two sites are operated by HFEH Mind and three sites are run by our partners. We are looking for a proactive and organised Facilities Co-ordinator to support the smooth running of our charity's buildings across all five sites. This is an ideal role for someone with some experience in facilities, property services, or office co-ordination who would like to support a large but locally focused mental health charity.Key Responsibilities General With a commitment to providing high-quality and accessible spaces to a diverse community, working knowledge of the health and safety obligations of operating community buildings, and a friendly, non-judgemental attitude, you will be required to: Day-to-day Site Operations Conduct basic site checks; schedule, prioritise and carry out minor repairs (e.g., replacing lightbulbs, replacing camera batteries, reporting larger maintenance issues). Escalate any issues to the Business Support Manager when necessary. Ensure spaces are tidy, clean and safe in accordance with health and safety guidelines. Maintain guidelines and site handbooks, ensuring all are up to date. Ensure supplies checked and well stocked (toiletries, stationery, refreshments, toner). Liaise with central services to oversee onsite deliveries. Co-ordinate movement of items/ stock between sites. Report shared IT and photocopier issues to relevant suppliers. Ensure waste disposal at HFEH Mind sites are compliant with local authorities’ guidelines. Health & Safety Support Support with regular fire alarm testing and fire drills. Help maintain health and safety records and reports. Assist with onboarding staff on building safety (e.g., exits, alarms). To be a First Aider and Fire Warden (training will be provided) and ensure training is up to date. Organise other staff to be Fire Wardens. Security & Access Keep track of keys and access fobs; maintain register. Ensure security systems are in working order (CCTV, alarms). Liaise with external contractors as required. Coordination & Admin Assist Business Support Manager with maintenance schedule and supplier review schedule. Maintain records for H&S inspections (fire extinguishers etc) and risk assessments. Help gather quotes for minor works or maintenance. Ensure all facilities related invoices are provided to finance. Check post at registered office(s) regularly and manage facilities email inbox. Contribute data for management reports.Person specificationEssential Experience in a facilities or office coordination role, ideally across multiple sites. Good understanding of health and safety in the workplace. Comfortable handling basic manual tasks (changing lightbulbs, moving boxes, etc). Good IT skills. Confident using Microsoft Office (especially Excel and Outlook). A commitment to the values of HFEH Mind and respecting the needs and confidentiality of our service users and visitors. Desirable Fire warden and first aid training. IOSH Managing Safely qualification. UK driving licence. Living within easy travelling distance of our sites Qualities: Strong communication and organisation skills. Comfortable working independently across multiple sites. Able to communicate with staff, clients and visitors in a calm and orderly way. A positive and initiative-taking attitude, dependable with a can-do attitude and a problem-solving mindset. Able to work well within a team and engage with staff. Diligence.This job description outlines the general ways in which it is expected you will meet the overall requirements of this post. The list of tasks is not an exclusive one and HFEH Mind may vary duties from time to time. This job description is subject to regular review.We are an equal opportunities employer; and are proud to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds. Post is subject to a Standard DBS check