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Office & Facilities Assistant
The Good Shepherd Trust
Source: UK Teaching Vacancies API · original listing ↗
Source date: 11/4/2026
About this role
We are currently looking for an Office & Facilities Assistant for our central Larch Building. You will provide a welcoming, professional front-of-house service at the Larch Building and keep shared office facilities organised, supplied and ready for use. Key responsibilities Reception and front-of-house service • Answer the door, welcome visitors professionally and notify colleagues promptly of their arrival. • Receive deliveries and pass them to the appropriate person. • Maintain a tidy and presentable reception and entrance area. • Follow Trust procedures for admitting visitors and managing access to the building. Shared administration inbox • Monitor the shared administration email inbox during contracted working hours. • Review enquiries and forward or allocate them promptly and accurately to the appropriate person or team. • Respond to routine enquiries using agreed information and responses. • Escalate urgent, sensitive or unclear enquiries to the appropriate colleague. • Record enquiries awaiting allocation or follow-up and flag outstanding items to the appropriate colleague. Meeting-room preparation • Prepare clean, tidy meeting rooms with tables, chairs, basic refreshments, stationery and routine supplies as required. • Check and reset rooms between bookings so they are ready for use. Communal areas • Keep the kitchen and shared areas clean, tidy and presentable during the working day, including cupboards and work surfaces. • Load and unload the dishwasher and put away clean items as required. • Monitor supplies of tea, coffee, milk and other agreed kitchen items and arrange or request replenishment before they run out. • Replenish hygiene products as required, including paper towels, toilet rolls and handwash. • Report faults, damage, cleaning, maintenance or other facilities issues in meeting rooms and shared areas promptly. Supplies and general office administration • Monitor office and meeting-room consumables, replenish them from available stock and identify items that need ordering. • Put away routine office supplies when they arrive. • Carry out printing and copying, prepare meeting materials and distribute post as required. • Handle emails, visitor information and office documents confidentially and in accordance with Trust procedures. • Undertake other reasonable duties consistent with the nature and level of the post. Person specification Essential The successful candidate will: • Welcome visitors confidently in a friendly, helpful and professional manner. • Communicate clearly and accurately, both verbally and in writing. • Be reliable and punctual. • Organise routine tasks independently, prioritise competing requests and seek guidance when needed. • Use email and standard Microsoft Office applications for routine administration. • Distinguish routine enquiries from urgent, sensitive or unclear matters requiring escalation. • Handle enquiries and complete routine tasks accurately and with attention to detail. • Be willing to carry out practical tasks and keep shared spaces clean and welcoming. • Handle confidential information discreetly in a Trust office environment. Desirable • Experience of working in a reception, office, hospitality, facilities or customer-service environment. • Experience of working in a school, education or public-sector environment.