Facilities & Business Support Coordinator

Requirements

• Strong organisational and communication skills, with the ability to manage multiple priorities.
• A proactive approach and attention to detail.
• Experience in administration within a complex organisation is desirable.
• Ability to work collaboratively and champion inclusion and culture within the team.
• Essential:
• GCSE grade C and above, or equivalent in English Language and Mathematics.
• Demonstrable administrative experience.
• Excellent interpersonal and communication skills.
• Discreet and professional approach.
• Proven ability to cope with multiple tasks and prioritise appropriately.
• Excellent IT literacy and competency with Microsoft Office software.
• Professional Development and Collaboration: Active engagement with APM and other relevant external bodies as part of continuous development. Support the wider STEP PPM community via active contributions at STEP meetings and events, contributions at Community of Practice or conferences etc.
• UKIFS is committed to being accessible. Please email talent@ukifs.uk if you have any questions or require help or adjustments to compete on a fair basis, for example, changes to the way we interview or share information.
• As we work towards our mission and goals, guided by our principles, STEP has six behaviours that are intended to capture the spirit of how we work:
• We champion safety
• We all matter
• We act as one
• We embrace change
• We are pioneering
• We deliver

Additional Information

This is a varied and dynamic position where you will act as a central point of coordination for the STEP Programme. Your responsibilities will include: Providing high-quality administrative and secretarial support to the STEP Programme Manager and Senior Leadership Team, aligned with the business calendar. Managing programme information and correspondence with discretion and confidentiality. Coordinating induction and orientation for new starters, ensuring a seamless onboarding experience. Working closely with the Internal Communications team to organise programme events and briefings. Collaborating with colleagues to maintain and update the STEP HIVE SharePoint with useful resources. Acting as an Inclusion Ambassador and Culture Champion, representing the wider STEP community. Key Accountabilities Diary & Meeting Management: Organise diaries, arrange travel, training, meetings, and site visits. Coordinate internal and external meetings, including visitor management and site access. Internal Communications: Prepare agendas, take minutes, and monitor meeting outcomes. Ensure clarity and accuracy in all written and verbal communications. Induction & Site Access: Deliver inductions for new starters and visitors, liaising with departments to secure IT access, passes, and accommodation. Data & Record Management: Maintain accurate records and data systems, following organisational policies on IT security and document control. Purchasing & Travel: Manage requisitions and purchases in line with financial delegations. Organise UK and international travel and conference registrations. Recruitment Administration: Support recruitment campaigns, schedule interviews, and liaise with hiring managers to ensure timely completion of processes.

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