HR and Facilities Coordinator

The Phone-paid Services Authority

  • Location:
  • Salary:
    £27,300 - £31,000

Job Description

Starting salary circa £27,300 - £31,000 depending on experience
Location: Canary Wharf, London  

The role:
We’ll soon be facing an Angela-shaped hole in the organisation when she moves to America for her next adventure later this month. So, we’re looking for another superstar to replace her. 

What we are looking for is a really personable, enthusiastic, and highly organised office administrator who will be the glue that holds our small and welcoming organisation together.  
The role is fast paced and varied, so you’ll need to be adaptive and able to effortlessly and tenaciously resolve problems as they arise.  We need the office to run smoothly at all times, and, as well as the core duties listed below, that will also include the important job of keeping the many office plants alive.

Good communication skills are essential for this role.  In addition to being the first point of contact for all our visitors, you’ll also need to build effective working relationships with the building management team and our many suppliers.  You will need to demonstrate that you enjoy being the ‘go-to’ person in the organisation.   

The role also importantly involves providing HR admin support, so discretion and a keen eye for detail is essential. You’ll play an important role in keeping staff records up to date, supporting the recruitment process, arranging inductions, sourcing and booking training, producing letters and contracts, managing our employee benefits and supporting our staff led Wellbeing Committee. 

This role works alongside our Panel Secretary and PA & Governance Officer as part of the Secretariat Team to deliver high quality and timely administrative support to the whole organisation.

So, if you enjoy a varied role, where you won’t just be sat at a desk all day, can craft witty reminders about mandatory health and safety training or can remember how some of our regular visitors like their coffee, then we’d love to hear from you!

Core duties:
General office management to ensure the office operates smoothly and effectively including: 
o Managing facilities suppliers, keeping supplies well stocked, and ensuing health and safety and/or other legal requirements are met. 
o Run the reception desk, greeting visitors, coordinating large groups, preparing meeting rooms, and arranging refreshments. 
o Coordinate all post, couriers and deliveries. 
General administrative support for all human resources work, including: 
o Provide administrative support to the recruitment process, including organising and co-ordinating interviews and testing.
o Produce contracts, offer letters, induction plans, starter packs and maintain accurate staff records.
o Organise staff events, lunches, training, and away days.
Support the Senior Management Team with diary management, agenda setting and minuting regular meetings. 
Work collaboratively with the secretariat team to provide ad hoc administrative support to the organisation as required. 

The person:
Approachable and a self-considered ‘go-to’ person
Friendly and personable, with customer focussed attitude
Self-motivated and able to work autonomously
Offers creative solutions to problems and able to think on their feet
Organised and able to multi-task to prioritise work effectively to meet deadlines 
Reliable and communicative, with proven ability in managing upwards

Skills and Experience:
Solid experience in a similar varied office administrator position, for example, HR and Facilities Administrator/Coordinator, Personal/Executive Assistant or Office Manager.
Intermediate to advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook). 
Minimum, GCSE Levels at grade C and above including Maths and English (or equivalent). 

The company:
We are the UK regulator for content, goods and services charged to a phone bill. We act in the interests of consumers. 

Phone-paid services are the goods and services that can be bought by charging the cost to the phone bill or pre-pay account. They include charity donations by text, music streaming, broadcast competitions, directory enquiries, voting on TV talent shows and in-app purchases. In law, phone-paid services are referred to as premium rate services (PRS).

We build consumer trust in phone-paid services and ensure they are well-served through supporting a healthy market that is innovative and competitive.  

The culture:
We’re a small organisation with around 45 staff.  We have worked hard to create a friendly and collaborative office culture, underpinned by our values.  During the pandemic we have further invested in our employee wellbeing initiatives and benefits to ensure our team are well supported.  Our Wellbeing and Social Committees have been fantastic at organising a wide range of virtual events to help us all stay connected, as well as regular mental wellbeing activities to support our resilience. 

We have a supportive management ethos with a strong emphasis on personal development. This means there’s plenty of opportunities to learn from colleagues, job shadow, knowledge share, mentor and take part in project work.  In normal circumstances, lunch & learns regularly feature on the agenda, and occasionally we invite guest speakers in to present. We have a Silver Investors in People award, which we’re very proud of. The award demonstrates our commitment to our staff, and the value we place on our team. 

We are committed to achieving and respecting equality, diversity and inclusion in everything we do.  This year we have made the following pledge to build an inclusive culture at PSA: 

In 2021 we will be carrying out an organisational change programme to ensure that our people, processes, values and culture are best able to deliver our new approach to regulation both now and in the future.  We pledge to build Equality, Diversity and Inclusion into this programme of work so that it is at the heart of what we do and fully embedded in our organisational values and ways of working.  

The Rewards 
In addition to our friendly office culture, and supportive management ethos, we have an excellent reward package, here are a few of the highlights:
25 days holiday
Life assurance at 4 x salary
6% Employers pension contribution
Choice of private medical health schemes
Investor in People Silver Standard organisation
Enhanced family friendly policies
Flexible working policies

How to apply:
If this sounds like you, then we would love to hear from you! Please click on the apply button to complete your application on our recruitment site.  Here you’ll be asked to submit a CV and a cover letter that includes: 
a bit about you and why you’d like to work for us, and
what you can bring to the role and how you meet the core criteria.

Please note that due to the number of applications we expect to receive for this role, only complete applications will be considered (i.e. applications with a CV, and a covering letter answering all the above points).

Should you have any questions regarding the role, please do not hesitate to contact Laura Carter (Head of HR & Secretariat) by emailing

We look forward to receiving your application.  

If you have a disability we will try our best to make reasonable adjustments to remove any barriers to this post in the application / interview process due to a disability.