Facilties Assistant

Facilities Assistant

Job description and person specification

Title: Facilities Assistant

Responsible to: Facilities Manager

Responsible for: When needed, co-ordinate casual staff and volunteers

Salary: £28,860

Terms:

Monday to Sunday contract. Full-time 37.5 hours per week, regular evening and weekend work will be required to cover business needs.
Location: London
Other terms and benefits include Auto enrolment Pension, 26 days holiday per year plus bank holidays, season ticket/bicycle loan.

Purpose

To support the Facilities Manager in providing a safe, compliant, well-maintained and welcoming environment for all building users.
To undertake routine health and safety, fire safety, security and building-compliance checks, maintaining accurate records and promptly reporting any concerns.
To provide practical facilities and operational support to the organisation's departments, services, activities and events.
To help maintain the cleanliness, presentation and day-to-day operation of the premises.
To assist with room hire and internal room bookings, including room set-up and preparation, as part of the wider facilities function.
In the absence of the Facilities Manager, to help coordinate casual staff and volunteers as required.
Key Responsibilities
Health, Safety and Compliance
Undertake scheduled health and safety, fire safety, security and building checks, ensuring that records are completed accurately and on time.
Identify hazards, defects and unsafe practices, taking immediate action where appropriate and reporting concerns to the Facilities Manager.
Support the Facilities Manager with implementing actions arising from risk assessments, inspections, audits and contractor reports.
Assist with routine fire-safety checks, evacuation procedures, emergency arrangements and the maintenance of relevant records.
Help ensure that communal areas, escape routes, equipment and facilities remain safe and accessible for staff, visitors, tenants and service users.
Follow and promote the organisation's policies and procedures relating to health and safety, fire safety, safeguarding, equality, diversity and inclusion.
Facilities and Building Operations
Complete daily, weekly and monthly facilities duties, including cleaning, minor maintenance, room presentation and general building checks.
Identify cleaning, maintenance or repair issues that cannot be resolved internally and report them promptly to the Facilities Manager.
Assist with minor repairs and basic maintenance tasks within the postholder's skills and training.
Assist the Facilities Manager with overseeing contractors, providing access and checking that work has been completed satisfactorily.
Support the safe and efficient operation of heating, ventilation, lighting and other building systems, reporting faults where necessary.
Help maintain the security of the building, its equipment and contents, including opening and closing duties where required.
Assist with the upkeep of external areas and grounds, including basic gardening and ensuring that outdoor spaces are safe and presentable.
Support for Other Departments and Services
Provide practical facilities support to departments and services delivering activities, projects, community programmes and events on the premises.
Work collaboratively with colleagues to understand operational requirements and help resolve practical building, equipment or room-related issues.
Support internal events and activities with furniture, equipment, access arrangements, deliveries and room preparation.
Respond flexibly to urgent operational requirements, while ensuring that health and safety and essential facilities duties remain the priority.
Room Hire and Customer Support
Assist the Reception and Room Hire teams with preparing and resetting rooms for internal activities and external bookings.
Help ensure that rooms are clean, safe, appropriately arranged and ready for use.
Support room users with basic facilities-related queries and requirements, escalating booking, payment or contractual matters to the appropriate team.
Provide reception cover when reasonably required, including during staff absence or lunch breaks, and deliver a welcoming and professional service.
General Responsibilities
Be a point of contact for staff, visitors, tenants, contractors and service users regarding facilities-related matters.
Attend meetings, briefings and training relevant to the role.
Use facilities systems, checklists and records effectively, suggesting practical improvements where appropriate.
In the absence of the Facilities Manager, assist with coordinating casual staff and volunteers carrying out facilities-related duties.
Carry out other reasonable duties within the scope and purpose of the role.
Essential skills and experience
An understanding of workplace health and safety and the importance of completing compliance checks and maintaining accurate records.
An understanding of supervising building maintenance contractors.
An understanding of minor repairs, maintenance and the operation of heating, ventilation and other mechanical systems, with a willingness to learn on the job.
An understanding of building health and safety, with a willingness to undertake further training.
Experience of providing excellent customer service.
Good written and verbal communication skills, and the ability to communicate confidently and effectively.
Experience of working collaboratively and providing practical support to different departments, teams or services.
A practical, flexible approach to duties, including cleaning, light maintenance and room presentation.
Confident using IT systems and maintaining electronic records.
Able to work independently, use initiative and suggest improvements to facilities systems.
Good organisational skills, with the ability to prioritise essential health and safety and facilities duties alongside customer and room-hire requirements.
A flexible approach to working days and hours when necessary.
Desirable skills and experience
An understanding of developing and overseeing planned preventative maintenance systems.
Understanding of mechanical and electrical systems.
Training in building or facilities management.
An understanding of workplace IT infrastructure.

A full UK or EU driving licence (to include being allowed to drive a minibus).