Senior Facilities Assistant

This is a really exciting opportunity to fulfil the role of Senior Facilities Assistant and play a pivotal role in preparing and supporting this organisation as they move to new premises. The Senior Facilities Assistant will provide assistance across the organisation, to ensure security services are carried out efficiently, that buildings are secure, systems are maintained, risks are mitigated, and areas are presented to the highest possible standards.

Demonstrating previous experience in a similar role, you will be responsible for buildings security, alarm systems, access, event preparation and supporting the work of external contractors. As the public face of Facilities Management, the Senior Facilities Assistant will be able to demonstrate a professional, friendly and helpful service and be confident interacting with both staff and visitors.

This is a full-time temporary role, to start as soon as possible for 6-9 months, with the possibility of extension. It is a 36.5 hour working week and the role will be based West of Cambridge City (good transport links and parking available at the nearby P&R site).

Specific Responsibilities

• Liaise with departmental Security Service and contractors regarding security of building issues as required.
• Deal with access for staff and contractors, act as authorised signatory for access to card holders in the department.
• Supervise and monitor relevant external contractors while onsite.
• Be the focal point for all building related FM issues, liaising with the site community, maintenance helpdesk and other teams as necessary.
• Responsible for the smooth and efficient operation of buildings and the sites programme of activities and events; ensuring the facilities and core service functions (including cleaning and waste services) have been carried out to the agreed standard.
• Providing a facilities administration service, develop new procedures and systems as appropriate.
• Monitor buildings and parking spaces throughout the day ensuring that spaces are being used in line with intentions, that spaces are clean and presentable at all times and access routes are not blocked.
• Provide a front of house service for the Department, covering the reception/s as required. Welcome visitors to the department, communicating in a warm and professional manner, liaise with visitors at all levels efficiently and courteously. Assist with any enquires, taking accurate messages and passing them on to appropriate staff.
• Prepare and set up rooms in accordance with room booking schedule. Ensure rooms are prepared and arranged by staff as required. Check the booking system for schedules and liaise with the bookings admin team and Facilities Co-ordinator.
• React to daytime security alerts and be aware of potential security issues around buildings. Provide a 1st response to alarms in the building. Disable and enable fire alarm system zones as required by maintenance staff, contractors, members of staff or in emergency situations. Test the fire alarm system with maintenance staff and Departmental Fire Safety Manager and ensure that the building and fire-fighting equipment are in an appropriate useable state.
• Liaise with facility services and outside contractors regarding maintenance and development projects and with staff affected by works. Monitor and analyse building utilities usage (heating, lighting etc.), take appropriate action to reduce usage and correct minor problems either in-house or in liaison with external service providers.
• Ensure that health and safety rules and regulations are observed. Organise disposal of equipment and chemicals according to relevant legislation and internal procedures.
• Train/induct or organise training by other members of the team for new Facilities Assistant staff on job responsibilities and procedures.
• Any other duties commensurate with the role instructed by line manager as required

Knowledge, Experience & Skills

• Experience in facilities and/or building management
• Experience within security services
• Experience of fire safety management
• Experience of managing staff
• Good communication and interpersonal skills to communicate with staff at all levels
• Ability to deal calmly and politely to customers
• Good IT skills
• Good organisational skills
• Demonstrate factual and theoretical knowledge in custodial work
• A level standard of education/NVQ level 3 vocational qualifications or equivalent level of practical experience

To apply for the role of Senior Facilities Assistant, please send a copy of your CV (in MS Word) outlining your suitability for the position.