We pride ourselves on our dedicated team and their knowledge and experience of the food and drink sector.

They are passionate about the industry and go the extra mile to support the businesses within our network. Keep an eye on this page and our social media for any future roles we are recruiting for.

Please also click here to see current vacancies in the sector.

 

This is a short-term role that is expected to finish on the 31st of March 2023, although the awarding of new contracts may offer longer term employment.

 

Role Title:                           Site Administrator

Site / Location:                  Leicester Food Park, Leicester

Term:                                   Full Time, Office Based, 37.5 hours per week (Monday – Friday)

Line Manager For:             Facilities Manager

Department:                      Varied

Salary:                                   Up to 24k per annum dependent upon experience

Holiday Allowance:           25 Days + 8 Banks Holidays pro rata

 

Overall Job Purpose

To support the Facilities Manager (Leicester Food Park) and team in all areas of administration, business and tenant support as well as facilities management in the day-to-day operations of the Management Hub and Leicester Food Park.

To support general Forum administration, including implementing policies and procedures through the company’s new SharePoint services.

Role Requirements

The role requires an individual to act as the day-to-day contact for all clients and enquiries whilst providing the team with all aspects of administrative support for the site. In addition, the role will be required to conduct daily and routine maintenance and safety checks across the site, provide hospitality to businesses, and manage room hire bookings whilst providing a daily on-site front of house presence.

A significant aspect of the role is the administration of Leicester Food Park and various Leicester-focused projects, facilities maintenance, security, partnership development, diary management for room hire and a high standard of administration and customer relations. Care must be taken to ensure that operational practices, processes, and deadlines are in line with all legal, statutory and regulatory duties, contractual obligations and any funding requirements.

The role requires attention to detail and good knowledge and experience of using MS Word, Excel and preferably SharePoint.

Principle Duties / Responsibilities:

To provide ‘front of house’ and reception duties, coordinating room bookings, engaging with client groups, providing a high standard of administration and database updates as well being the first point of call for Business Unit tenants regarding site issues and concerns to ensure that Leicester Food Park is viewed as a centre of excellence for the industry.

To support the Facilities Manager to effectively coordinate activity within Leicester Food Pack including general administration, marketing and promotion of facilities and service, tenant support, office and site management including supporting the main contractor (East Midlands Chamber) with facilities management and ensuring management systems are adequately documents, recorded and updated.

To support with the development of the Company’s SharePoint services and management systems relating to policies and procedures.

Facilities Coordination

To support the Facilities Manager with regards to:

  • Reception duties and the first point of contact for Tenants.
  • Handle business and tenant enquiries or complaints professionally, with confidence and to support the enquirer, including recording details on the Forum’s business database where required
  • Ensure onsite presence, liaising with the Forum team and security in the event of absence due to statutory holidays and or team days
  • Monitoring and maintenance of the Management Hub systems including: CCTV and entry system
  • Tenant liaison over building and facilities matters
  • Being a site key holder and notifying and/or responding to site security issues as required
  • Providing office cover when staff are away from the office
  • Site maintenance activities, including site and facilities checks, ensuring all maintenance is undertaken in a timely and cost efficient manner
  • Co-ordination of service contracts and liaison with service contractors
  • Gather quotes from suppliers/contractors, liaising with East Midlands Chamber, and manage all work being undertaken onsite
  • Ensuring the management hub remains tidy and cleaned as required in liaison with service contractors. Whilst ensuring the building, offices, meeting rooms and development kitchens are clean and remain tidy for staff, visitors and clients including room set up and clear down
  • Assisting with onsite operations including facilities management, health, safety and welfare management, risk assessments, accidents and incidents [conducting routine maintenance and H&S checks, logging activity and updating records].
  • Ensure compliance with all policies, operating procedures and maintenance schedules, logs/records for the hub and site in terms of H&S, risk assessment, fire and evacuation, alarms, CCTV, IT, general maintenance, key/security codes, key holders, tenants commencing and exit leases
  • To maintain and update ‘Standard Operating Procedures’ for all allocated tasks at Leicester Food Park
  • Documenting and reporting all activity such as accidents, issues, complaints and health and safety concerns, as an example, to Senior and Line Managers of the Forum, and to other bodies as may be identified within your role
  • Co-ordinating and managing the room hire. Supporting clients as required with equipment needs. Monitoring condition and use of the facilities.
  • Promote utilisation of the site facilities including the business units and meeting room to all prospective users
  • To facilitate unit handovers, issuing Tenant Welcome Packs and keys and conducting formal inductions, compliance activity and support with subcontractors on site
  • To carry out tenant/unit inspections as required
  • To manage tenant surveys and evaluations.
  • Monitor the facilities on a day-to-day basis ensuring it meets legislative standards

Administration

  • To support the deployment of SharePoint, ensuring ALL documents (policies, procedures and forms) include file names, versions, and directories on footers for traceability and version control
  • To support with the deployment of management systems files to SharePoint.
  • Complete timesheets, project sheets and administration by required deadlines and support auditing
  • Updating all MIS information systems and files with activity conducted
  • Monitoring and reporting of own targets and diary management
  • To comply with GDPR ensuring work areas are clean, tidy, and free from confidential information Demonstrate action toward the Forum’s equality, sustainability, and health and wellbeing policies and actively promote and adhere to all policies.

NOTE: Administration maintenance is required in both hard copy format as well as updating either or both the Management Information System and the FDF Database.

 

ABOUT THE FORUM 

The Forum: Leading the way in food technical, The Food & Drink Forum is an ambitious not-for-profit organisation that specialises in taking food and drink businesses from the early start-up stage to becoming established businesses. Currently based across three industry-leading, purpose-built food parks, our regional coverage is ever increasing. Food Technical is at the core of what we do and offers a crucial lifeline to new and established food and drink businesses.            

To apply for this role please send the below to enquiries@foodanddrinkforum.co.uk

  1. A Covering Letter demonstrating;
    • Your interest in the Forum
    • How your qualifications, skills, knowledge and experience meet the role and person specification
  2. A Current CV
  3. At least 2 references (one must be from your current employer). Please state whether referees can be contacted during interview stages.

Further information, job descriptions and person specification can be found by clicking here.

We thank all applicants for their application and interest in the role and in The Food and Drink Forum. As we receive a lot of applications it is difficult to respond to each individual applicant therefore, if you have not received communication from us within two weeks, it is likely that you have not been successful in your application on this occasion.

By applying for, or accepting, a role at the Food and Drink Forum Ltd, you consent for the company to hold and share personal data with third parties/funders where the role is being fully or part-funded. In addition to the Forum holding such recruitment and employment records for a period of 6 months, or as per the funded project requirements which could be up to 10 years, as evidence and transparency within a project. Note that all personal and sensitive data will be kept secure and confidential and used for employment and or project reporting purposes only.