Workplace Coordinator

Job summary

Exciting and important roles are available as Workplace Co-Ordinator’s across INSS Regional Centres. These roles sit within the Property Team in FCSP Directorate (Finance, Commercial, Sustainability and Property).

The agency currently operates across 11 Regional Centres in England, Scotland and Wales. In some locations we are the only occupant, in others we are co-located with other Government Departments including where we occupy space in Government Hubs.

The Estates Operations Team leads on supporting the GPA (Government Property Agency) and external property professionals in FM (Facilities Management) delivery service to ensure that all our Regional Centres are welcoming, safe and efficient. The team also includes the Physical Security and Business Resilience Team (PSRT) who ensure our colleagues remain safe and secure.

Job description

Reporting to the Workplace Co-Ordinator Manager, the post holders will take up a brand-new role working closely with the SRO (Senior Responsible Officers) in the daily running of our sites. You will provide an essential link between our sites, SROs and the Property Team. You will liaise with and provide site access to contractors, making sure works are completed fully and to the highest standard. As Workplace Co-Ordinator, you will also act as HSO (Health and Safety Officer). Some of these roles will be responsible for more than one site requiring flexibility, regular site attendance and travel between Regional Centres.

Responsibilities

Responsibilities will include:

• act as the first point of contact for Regional Centre users in relation to building matters. Engage with building security and the building management team on matters of access and building security
• co-ordinate and facilitate access for contractors as necessary, working closely with the building management team and our property partners such as GPA and private contractors
• working with internal and external service providers, take the lead to monitor and review all accommodation related helpdesk queries raised by staff, to ensure satisfactory closure or escalation where required
• complete trend analysis to remove risk of continuing issues
• develop and maintain building guidance to help support staff with their queries relating to office environment, the building, facilities and equipment
• hold regular check-in/update meetings with the Regional Centre SRO and be the single point of contact for the SRO Network
• represent colleagues at all-building meetings, ensuring a strong user voice for staff related issues
• manage the Regional Centre Building User Group meeting, preparing agenda, engaging with departmental representatives, and consulting with H&S and Estates on any matters arising
• take responsibility for maintaining and updating site Business Continuity Plans (BCP’s) liaising with PSRT to ensure completeness and compliance
• review the current building induction processes and develop processes for staff and visitors that supports line managers and visitor hosts with their responsibilities. You will help to provide building inductions to new staff as required and ensure new colleagues are added to office communications channels
• support the SRO to develop and maintain a communication plan which effectively facilitates the broadcast of key information to colleagues on important matters relating to the workplace
• working with Building Management team, develop an audit process for checking building services and facilities such as meeting room guidance and functionality of equipment
• take responsibility for the maintenance of the Regional Centre intranet content
• lead on logistics coordination on a variety of office events including all-staff gathering and visits from senior civil servants, politicians and stakeholders. You will also assist the SRO in the coordination of local engagement events for external stakeholders

As the Regional Centre Health & Safety Officer you will:

• provide first line support and advice to colleagues on health and safety risks
• carry out regular inspections reporting any potential risks and managing actions to completion
• keep a record of any actions taken to following risk assessments and audits (internal and external)
• maintain local H&S training information updated and publicised to employees including coordinating a daily rota ensuring adequate numbers of trained first aiders and fire wardens each day
• report all accident, incident, near miss reports, investigating, if necessary, within 2 working days
• undertake quarterly H&S performance measures including reviewing risk assessments and audits
• manage the offices quarterly H&S committee meetings, preparing the chair with agenda, minutes, reports etc on the status of health and safety arrangements (such as training, risk assessments, maintenance, accidents and incidents), saving all documents for auditing purposes
• liaise with the health and safety team on all health and safety risks, including planned changes to workplace or work practices

Person specification

Required Knowledge, skills and Behaviours:

• ability to build and develop a range of stakeholder relationships through collaboration
• ability to communicate to different levels of seniority and to all colleagues
• a good understanding of the functions in the Property Team or a willingness to learn quickly
• experience and confidence with using MS Office Applications (Outlook, Word, PowerPoint and Excel)
• excellent planning and organisational skills
• ability to work under pressure and to tight deadlines
• knowledge of Health and Safety legislation and processes or willingness to learn quickly

Behaviours

We'll assess you against these behaviours during the selection process:

• Delivering at Pace
• Managing a Quality Service
• Communicating and Influencing

Benefits

Alongside your salary of £35,645, Insolvency Service contributes £10,326 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

We want you to have a good work-life balance and want to support you in all that you do, so we offer a great benefits package including:

• flexible working arrangements and flexi-time
• full time new entrants to the Civil Service and those Civil Servants on modernised terms and conditions will be entitled to 25 days leave increasing on a sliding scale to 30 days after 5 years’ service
• in addition to this you are entitled to 8 public/bank holidays plus an additional day of privilege leave
• competitive maternity, paternity and parental leave
• 5 days paid leave for learning and development
• 5 days paid for volunteering
• a Cycle to work scheme
• staff have access to an employee assistance programme, Workplace Wellness, for confidential, independent support and advice during difficult times in either their professional or personal life

Your pension is a valuable part of your total reward package where the employer makes a significant contribution to the cost of your pension. Your contributions come out of your salary before any tax is taken. This means, if you pay tax, your take-home pay will not be reduced by the full amount of your contribution; and your pension will continue to provide valuable benefits for you and your family if you are too ill to continue to work or die before you retire. For more information, visit www.civilservicepensionscheme.org.uk

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

As part of the sift process, you will be asked to complete:

• CV
• Personal Statement

Further details around what this will entail are listed on the application form.

Should a large number of applications be received, an initial sift may be conducted using the Personal Statement, assessing candidates against the essential criteria. Only those who meet the essential criteria at this stage will proceed to a full assessment of their application. If a candidate does not meet the minimum requirements during the initial sift, the remainder of their application will not be reviewed. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to interview.

CV Guidance

Your CV should provide a clear overview of your employment history, key responsibilities, relevant qualifications, and the skills and experience you’ve gained throughout your career including any notable achievements.

Note: Your CV will not be scored as part of the assessment process and will only be used for reference purposes.

Personal Statement Guidance

Your personal statement should be no more than 750 words and must demonstrate how your personal skills, qualities, and experience align with the requirements of the role. Please ensure your statement references the essential criteria outlined in the person specification.

If successful at the sift stage, at interview, you will be assessed on the following:

• Experience
• Behaviours - assessed through:
• Behaviour 1 - Delivering at Pace
• Behaviour 2 - Managing a Quality Service
• Behaviour 3 - Communicating and Influencing

Expected timeline (subject to change)

Sift – week commencing 26th January 2026

Interview – week commencing 9th February 2026

Location - MS Teams

Your interview will either be conducted by video. You will be notified of this if you are selected for interview. Candidates are asked to note the above timetable, exercising flexibility through the recruitment and selection process.

Visa Applicants

To sponsor a candidate under the Skilled Worker visa, a sponsorship licence is required. The Insolvency Service does not currently hold this licence and therefore, cannot legally sponsor Skilled Worker visa applicants.

Hybrid Working

Insolvency Service operates a hybrid working policy subject to business need, giving people the flexibility to choose when and where they work and collaborate with others.

Individuals are expected to work from one of the office locations stated in the advert to connect with their colleagues, as required by their role and business team needs. There is flexibility to split the working week, spending a minimum of 60% in the workplace, which includes the office, site visits, court etc.

Further Information

A reserve list may be held for a period of 12 months from which further appointments can be made.

Any move to Insolvency Service from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare; for further information visit the Childcare Choices website.

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

New entrants are expected to join on the minimum of the pay band.

If successful and transferring from another Government Department a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf.

However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.

Reasonable Adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

Contact Government Recruitment Service via InsolvencyRecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Complete the ‘Assistance required’ section in the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

Feedback

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

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).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Clare Mitchell
• Email : Clare.Mitchell@insolvency.gov.uk

Recruitment team

• Email : InsolvencyRecruitment.grs@cabinetoffice.gov.uk

Further information

If you feel there have been procedural irregularities at any stage of the recruitment process or that your application has not been treated in accordance with the Civil Service Commission’s Recruitment Principles, and wish to make a complaint, then in the first instance you should contact hr.recruitment@insolvency.gov.uk. If you are not satisfied with the response that you receive you can then contact the Civil Service Commission.

Attachments

Applying for a Job - A Candidate Guide (9) Opens in new window (pdf, 3061kB)Insolvency Service Candidate Information Pack (Sept 2025) (9) Opens in new window (pdf, 6459kB)