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Receptionist and Facilities Officer
Job summary
As the Receptionist and Facilities Officer, you will be the main point of contact for all enquiries in person, by phone and online, working under minimal supervision and using your own initiative. Assisting the Office Manager and Estates team with tasks and issues and ensuring office continuity at all times.Job description
Key responsibilities & accountabilities
• Control all emails received into the main Forestry Commission, Forestry England and general email address or call centre, triage content using in house mapping software, where necessary act as decision officer using own initiative if straightforward or passing to relevant team for more complex issues.
• Assist the national call centre with phone call queries and answer and field any calls that come through directly for the Forestry Commission organisation.
• Provide guidance and assistance to all visitors, along with issuing visitor passes.
• Manage all incoming mail and parcels and distribute where necessary, when cheques are received, ensure they are entered in the valuables book.
• Scan important received mail or mail that has been agreed in advance (including HR) and forward on to the relevant people/teams, always maintaining confidentiality.
• Ensure any tender documents are entered in the tender’s book and stored securely until they are due to be opened.
• Manage all outgoing mail and parcels via the Royal Mail and supplier systems.
• Manage all office stationery, ordering additional items as required using Forestry England procurement processes and designated suppliers, ensuring invoices are passed to the finance team for processing.
• Maintain the telephone directory master list ensuring starters and leavers are added and removed.
• Act as fire warden, with the responsibility of ensuring signing in book is passed to main fire marshal in the event of evacuation to enable role call.
• Assist the estates team with fire alarm and panic alarm testing ensuring office security and safety is maintained.
• Assist in organising interviews and copy/scanning ID documentation as part of the interview process.
• Collate, print and program all ID badges for use and distribution across Forestry Commission and Forestry England locations.
• Manage the desk, car parking, meeting space booking system and assist office users with queries or requests.
• Set up meeting spaces if requested to include layout changes and refreshments. Place any orders for catering requests with the suppliers.
• Ensure that all refreshments are stocked at all times and put all linen and other items in the washing machine when required.
• Assist with medical emergencies and act as a contact between patient, first aiders or emergency services.
• Assist the National Office manager with the day-to-day running of the office, ensure any notified issues are dealt with quickly either by contacting the National Office manager or contacting one of the approved suppliers for assistance.
• Book when required travel for the wider team.
• Provide administrative assistance to the wider business support team as required.
And any other tasks, reasonably requested by your line manager.
Person specification
Skills, knowledge & experience
Essential professional and technical experience
• Excellent customer service and communication skills
• Competent IT user with experience in MS Office suite of applications
• Ability to prioritise work and multitask
Desirable professional and technical experience
• Problem solving approach with a can-do attitude.
• Experience of working in front of house
Qualifications
Essential
• Communication – spoken and written
Desirable
• Customer service
• Business support
• Basic finance.
Benefits
Alongside your salary of £26,959, Forestry Commission contributes £7,810 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
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
How to apply…
You will be asked to write a 200 word statement on your relevant experience and career history, along with a personal statement of no more than 500 words. You will be assessed on both during sifting. More details about how to apply are listed on the application form.
You will be assessed on a technical skill and strength based questions during your interview.
The Behaviours being assessed at interview are –
- Working together
- Communicating and influencing
- Making effective decisions
- Working at pace
- Managing a quality service
Successful candidates will undergo a criminal record check and the government baseline personnel security standard check.
If you require any reasonable adjustments, please email fcrecruitmentteam@forestryengland.uk.
If you're planning to use AI to support your application, please ensure you've read our guidelines here first.
Read more about our application process and working with us on the Forestry England website.
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.Medical
Successful candidates will be expected to have a medical.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
Working for the Civil Service
Please note this Post is NOT regulated by the Civil Service Commission.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 :
Recruitment team
Further information
Our recruitment process is underpinned by the principle of appointment on the basis of fair and open competition and appointment on merit, as outlined in the Civil Service Commissioners’ Recruitment Principles.If you feel your application has not been treated in accordance with these principles and you wish to make a complaint, you should in the first instance contact FCE by email: englandhr.services@forestryengland.uk. If you are not satisfied with the response you receive, you can contact the Civil Service Commission, which regulates all Civil Service recruitment.Attachments
Forestry England Job Description - Receptionist & Facilities Officer (PB6B) (1) Opens in new window (pdf, 171kB)Salary range
- £26,959 per year