Facilities Officer (6 Month FTC)

Our client, an established charity, has asked us to recruit a Facilities Officer to support the day-to-day running of their office, working with the Facilities Manager. This includes all aspects of buildings and facilities maintenance, contractor management, health & safety management, reception, and meeting room services.

Duties and Key Responsibilities: 

• Assist with the management and maintenance of the office to ensure compliance with health and safety regulations.
• Identify any areas which need attention, ensuring that non-compliance issues are rectified or escalated to the Operations and Facilities Manager
• Assist the Operations & Facilities Manager in the management of records and checks, establishing new protocols where necessary and improving existing ones.
• Provide cover in the absence of the Operations and Facilities Manager
• Assist with the preparation, review and updating of maintenance records for the office.
• Respond to emergencies or urgent issues as they arise and deal with the situation, ensuring appropriate follow-up, as necessary.
• Arrange and/or provide cover for reception.
• Assist with the setting up of meeting rooms including with catering if necessary
• Ensure that basic facilities are well-maintained and ensuring proactive maintenance is carried out
• Ensure that facilities meet compliance standards and statutory regulations
• Assist with any renovations, refurbishments and building projects
• Help with planning and execution of office moves
• A willingness to undertake limited work outside normal office hours
• Be willing to undertake additional responsibilities to help the team meet its objectives.

 

Scope and accountability: 

• Decision making and limits of authority
• Monitor usage, maintenance and ensure repair of office equipment and machinery
• Ensure facilities meet needs of multiple individual trusts
• Support regular implementation of planned preventative maintenance
• Monitor systems for regular cleaning, repair, and maintenance of facilities
• Work with Operations and Facilities Manager to ensure relevant and consistent service for all trusts
• Ensure office meets regulatory standards including, DSE, Fire, Health and Safety and Disability. Assist Operations and Facilities Manager to ensure these standards are met and maintained.
• Exercise good judgement on when to escalate matters to a higher authority.

 

Financial resources

• Gain an understanding of the budgets for both hard and soft service provision and work with facilities team, trusts and finance department to ensure spend within budgetary projections.

 

Information resources

• Shared responsibility for maintaining facilities/operations contacts.
• Work with Operations and Facilities Manager to establish communication of FM protocols with Trust staff.

 

Other resources

• Assist Operations and Facilities Manager to maintain contractor database, manage relationships with contractors and manage vendors to ensure high standards.

 

People management

• Provide cover in the absence of the Operations and Facilities Manager and provide support and guidance for the other facilities staff.

 

Legal, regulatory and compliance

• Ensure policies and procedures affecting usage, supplies and facilities are implemented by working with staff
• Ensure compliance with SFCT Safeguarding policies and procedures and data protection.
• Personal compliance with SFCT health and safety procedures​, Equal Opportunities & Diversity procedures.
• Understand and implement systems which are in place to deal with emergency issues that may arise, including safety, security or usability of the facility.

 

Person Specification:

Knowledge & Education/Training 

• A relevant facilities qualification e.g. IOSH (managing safely) or significant relevant experience is essential.
• Understanding of soft and hard service delivery
• IT literate, and able to familiarise with new IT systems
• An excellent understanding of Health and Safety application in the workplace

 

Experience

• Solid previous relevant experience in conjunction with a Facilities qualification.

 

Skills & Abilities

• Ability to exercise responsibility and independent working is essential.
• A self-starter with a high degree of flexibility and tact in responding to the different personalities and ways of working of the family and their trustees.
• Evidence of empathy for the trusts’ goals is essential
• Familiarity with the application of statutory regulations
• Competent writing and communications, including the ability to communicate technical information to all staff.

 

Personal Attributes and Other Requirements:

• Comfortable taking on routine tasks
• Flexible
• Pro-active
• Discreet
• Able to prioritise and multi-task.
• Level-headed with a common-sense approach
• Team player
• Polite
• Punctual