Office and IT Support Officer

Turn2us

Location Head Office, Hammersmith, London W6
Salary £27,850
  • Closing: 11:59pm, 3rd Jun 2022 BST

Job Description

Are you impatient to financial hardship? Do you believe that the people experiencing financial hardship know best how to end it? Are you an organised person, who likes problem solving and helping busy teams work efficiently? Then we want to hear from you.

Turn2us is a charity that gives people information about what benefits and other financial support they can access, gives money in the form of grants, and works to break down the barriers that cause financial hardship, including racism, gender inequality, classism, ableism, and homophobia.

Turn2us is looking for someone to fill an important role in the Finance and Resources directorate that will help ensure continuity of service and support to all Turn2us staff, from providing them with the equipment and information they need when they first join, to responding to any IT issues they are having, as well as maintaining an office space that supports everyone’s needs.

The officer role will work alongside the Head of IT in delivering improvements and introducing new tools and processes that can help Turn2us staff with their work. This role will also be responsible for producing and maintaining staff training materials, and configuration of existing and new applications, among other activities aimed at maintaining a level of service to staff.

We want to hear from candidates who are passionate about social justice and who want to make a positive difference to the lives of people struggling financially, while being ambitious with their own personal growth and working hard to achieve their goals.

Job Description:

Job Title: Office and IT Support Officer

Department: IT, Finance and Resources

Reports to: Head of IT

Location: Head Office, Hammersmith, London W6

Purpose of the role: Provide first line IT support and equipment to staff; IT administration of our Microsoft 365 environment and other common-use platforms such as our CRM. Ensure the efficient running of the office, including general office administration, maintenance of meeting room equipment and software, and a variety of other tasks that arise in the day-to-day work. This role will also be involved in our office refurb project to redesign our office space to better support hybrid working.

Key Responsibilities and Accountabilities:

  • Manage and maintain IT systems (including Microsoft 365 and Beacon CRM)

  • Provide technical assistance to staff when required

  • Assist with maintaining GDPR compliance across the organisation

  • Staff onboarding, including basic IT training for all staff and documenting user guides

  • Lead responsibility for managing the office space for all employees and contractors

  • Help coordinate planned office refurbishment

Duties:

  • Maintenance of IT systems

  • Maintain asset register for all equipment

  • Coordinate learning and development to ensure staff are comfortable with IT systems

  • Be the first point of contact for any IT issues, escalating when required

  • Follow the safeguarding policy and integrate safeguarding into all aspects of your work

  • Monitor and respond to enquiries on email, website and the telephone. Direct enquiries to other staff members where appropriate

  • Maintain office equipment and supplies

  • Ensure the office runs in the most environmentally friendly way possible

  • Co-ordinate annual document archiving with external provider (Iron Mountain)

  • Co-ordinate the facilities management, which includes the following:

    • Liaise with the Building Management and other office supply & maintenance companies to provide a safe, comfortable and efficient working environment

    • Make arrangements for minor office repairs and maintenance in a cost effective manner

    • Manage all external contracts for the head office premises (e.g. cleaning; alarms etc)

    • Maintain the Head Office Fixed Assets register (such as desks, chairs)

    • Co-ordinate the Health and Safety requirements of Turn2us to ensure operational compliance with all necessary Health & Safety standards and legislation (fire, legionella, asbestos etc.):

      • Arrange regular testing of electrical appliances (PAT testing) and fire systems

      • Arrange regular emergency lighting and fire equipment testing

      • Organise health and safety induction programme for new starters

      • Monitor & refill first aid boxes and maintain accident report records

      • Ensure the company has sufficient numbers of First Aiders and Fire Wardens, arrange their training and refresher training when required

      • Complete and file accident reports

These are the normal duties, which the Charity requires from the position. However, it is necessary for all staff to be flexible and all employees will be required from time to time to perform other duties as may be required by the Charity for the efficient running of the charity. This Job Description is non-contractual. It will be reviewed from time to time and may be subject to change.

At Turn2us, we are committed to protecting personnel, children, adults, and service users from any harm arising from each other, themselves, our activities, or organisational failings whilst in contact with us.

The post holder will be expected to ensure that their work complies with contractual terms and conditions, the Charity’s policies and procedures and key legislation, such as data protection and charity law.

Person Specification:

Skills and knowledge:

  • Good working knowledge of Microsoft 365

  • Strong problem-solving skills

  • Interpersonal skills

Experience:

  • End user support (essential)

  • Experience of providing IT assistance (essential)

  • Experience of facilities management and maintaining office equipment (desirable)

Personal Attributes: 

  • Comfortable with competing workloads, deadlines

  • Proactive and able to work independently

  • Initiative to solve problems and improve processes

  • Able to build relationships with a diverse range of contacts

  • Well organised and able to prioritise/balance multiple tasks

  • Willingness to learn and share responsibility outside of normal duties

  • Empathy with the vision and values of Turn2us

Turn2us is fully committed to equity, diversity and inclusion in our sector. We want this to be reflected in the diversity of the people who work for us and we are particularly interested in applications from people from all backgrounds.

Removing bias from the hiring process

Applications closed Fri 3rd Jun 2022

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Removing bias from the hiring process

  • Your application will be anonymously reviewed by our hiring team to ensure fairness
  • You’ll need a CV/résumé, but it’ll only be considered if you score well on the anonymous review

Applications closed Fri 3rd Jun 2022