Office and Facilities Administrator

Join us at the Money and Pensions Service (MaPS) as an Office and Facilities Administrator. This role offers you the chance to make a significant impact by ensuring a welcoming and efficient workspace, managing office inductions, and maintaining safety standards.
You’ll be part of a dynamic team dedicated to helping people across the UK improve their financial wellbeing., The Office and Facilities Administrator will report directly to Estates and Facilities Manager. In this role, you will be responsible for:
+ Serve as a welcoming host for all colleagues and visitors, providing key Health and Safety inductions.
+ Maintain efficient processes for new starters and manage office inductions.
+ Act as the first point of contact for workspace issues, ensuring a clean and tidy office environment.
+ Lead daily maintenance tasks such as running the dishwasher and cleaning the coffee machine.
+ Coordinate with suppliers and contractors, manage deliveries, and ensure compliance with safety standards.
+ Schedule and oversee Planned Preventative Maintenance and coordinate reactive works as needed.
+ Handle office and facilities-related incidents, liaise with landlords or contractors, and keep accurate records.
+ Manage the office diary and email inbox using Microsoft Outlook.
+ Support internal meetings by arranging logistics, sourcing catering, and managing post-meeting clean-up.
+ Provide administrative support to senior management and remote colleagues, including booking travel and meeting rooms.
+ Ensure meeting rooms are equipped and manage stock control of office supplies and equipment.
+ Process payments for suppliers and record expenditures accurately.
+ Procure goods, services, and ergonomic furniture as required.
+ Oversee security arrangements and compliance with office policies.
+ Conduct monthly safety checks, manage safety resources, and ensure compliance with Health and Safety policies.
+ Act as the lead Fire Warden and First Aider, coordinate training, and manage fire safety drills.
+ Provide ad-hoc IT support and manage postal and delivery processes across departments
This full-time role is based in our Bedford office, with working hours from 8:30 AM to 4:30 PM

To excel in this role, you will need to demonstrate:
+ Competent use of all standard MS Office applications
+ Excellent written and verbal communication skills
+ Experience of delivering a customer focused service or undertaking receptionist-based
+ duties
+ Experience in providing meeting room IT, AV equipment, printing and other related office-based technologies., Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.

The Money and Pensions Service (MaPS) is based in Bedford, in a recently renovated modern office. This is a wonderful opportunity for you to become an integral part of a dynamic organisation, working to help people across the UK.
At the heart of the Money and Pensions Service are our values – caring, connecting, and transforming, which are the foundation of our success. They permeate every area of our work and define all our business relationships and the way we work with each other. We’re not only looking for the best people to come and work for us, but we need people who align themselves with our values:
o Caring
We care about our colleagues and the people whose lives we are here to transform.
o Connecting
We will transform lives through our ability to make positive connections.
o Transforming
We are committed to transforming lives and making a positive societal impact.
Our Inclusive Working Environment
By fostering our values, we are immensely proud of the inclusive working environment that we have created. The diversity of our people is a strength that we embrace and wish to build upon, so we are committed to attracting people of all backgrounds. We work hard to ensure that we have a progressive approach to inclusion, equity, and belonging. We really do want our colleagues to “bring their whole selves to work.”

What We Offer
o Generous Annual Leave – 30 days plus Bank Holidays
o Pension scheme – contributions matched 2 to 1 (up to 10% of your salary)
o Interest-free loan for season tickets for buses and trains
o Cycle to work Scheme
o Subsidised eye tests & flu jabs
o Life assurance scheme
o Give as you earn scheme
o Employee assistance programme (EAP)
o PAM Assist and PAM Life scheme (Wellbeing)
o Enhanced family and sick pay
o Paid volunteering (2 days a year)
o Recognition Scheme
o Discounts portal to numerous retailers