Workplace Coordinator

Overview

Exciting and important roles are available as Workplace Co‑Ordinate rs 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.

Reporting to the Workplace Co‑Ordinate r 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‑Ordinate r, 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 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 help‑desk 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 (BCPs) 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

• 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…