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Facilities & Workplace Coordinator

Employer
General Dental Council
Location
Birmingham, West Midlands
Salary
£27,050 - £31,823
Closing date
7 May 2019

Reports To: Facilities Operations & Contracts Manager

Direct Reports: Facilities & Workplace Assistant, 

Job Purpose 

Responsible for providing a full range of facilities support services, working alongside contractors (as necessary) as well as delivering quality building management overseeing maintenance, repairs, security and cleaning. Also responsible for ensuring the organisation is health, safety and wellbeing compliant (as a minimum) in their location of operation.

Areas of Responsibility:

Co-ordinating the facilities team, including external contract staff to ensure that: 

• Delivering day-to-day facilities services efficiently and proactively including liaising with contracted services to ensure all areas/services are operating effectively;

• Coordinate the proactive maintenance schedule (including daily maintenance checks) of all departmental services including but not limited to air conditioning, smoke detection, security detection, boilers, heating, building fabric, office interior, office exterior, carpeting, furniture fabric and furnishings;

• Ensuring operational workplace Health, Safety and Wellbeing compliance (as a minimum), in liaison with the Head of Organisational Development and Inclusivity (via the Committee), implementing policies and procedures as appropriate;

• Ensuring the day to day interaction with staff, visitors and facilities suppliers is of a high standard from all members of the facilities team onsite;

• Liaise with colleagues and suppliers on issues relating to the Facilities function by responding to queries and communicating proposed course of action as quickly as possible;

• Providing operational physical security; including control of visitors to sites and security checks;

• Key holder and contact for out of hours emergencies at the building’s location as required

• Provide scheduled out of hours cover, as required for routine and improvement works as required.

• Ensuring all corporate/staff meetings are accommodated, with room set up and catering provided in a timely and efficient manner;

• Managing workstation assessments, in liaison with HR and line managers.

Arranging and overseeing resultant actions required/deemed necessary, such as provision of additional equipment, adjustments to workstations, and arrangement of more specialist and detailed assessments when identified.

• Assists with arranging training for emergency evacuation equipment, first aiders, fire wardens, operation of defibrillator etc. Helps set up Personal Emergency Evacuation Plans (PEEPS) as and when required.

• Ordering goods and services using necessary IT systems;

• Ensuring all post-room and mail delivery activities are properly supervised and well run to meet the needs of the organisation;

• Developing and managing the Facilities filing system in collaboration with Facilities Operations and Contracts Manager and second Facilities & Workplace Coordinator;

• Working with the Records Manager to ensure effective archive/records management across the organisation;

• Coordinating waste disposal, recycling, cleaning, archiving, stationery and other facilities support services in an efficient manner;

• Supporting the Facilities Operations and Contracts Manager with the contract management of the outsourced services (as required); 

• Managing office moves (as required);

• Line manage Facilities & Workplace Assistant; 

• Responsible for managing or supporting any building emergency and liaising with the emergency services, such as fire evacuations, disruptions to utility services etc.

• Where appropriate to assume responsibility for specific operational tasks in the absence of Facilities Operations and Contracts Manager

 

Birmingham:

• Liaise with Landlord’s Managing Agents and attend Tenants meetings.

London:

• Liaise with the Hearings team regarding levels of activity as well as informing them of likely maintenance work which could impact their work;

• Develop and maintain a forward planning schedule to enable at least 3 months’ worth of activity to be understood by all parties;

 

Person Specification:

Experience, Skills and Abilities

• Comprehensive experience of the principal areas of office facilities management

• Demonstrable experience of delivering facilities services to a high standard within a busy office/meeting space environment

• Experience of managing and/or delegating to others

• Positive, customer service-oriented attitude and the ability to remain calm under pressure.

• Project planning and management skills and the ability to multi-task effectively

• Excellent communication skills for report writing and general correspondence with both internal and external audiences

• Ability to manage and motivate a staff team and supervise the work of contractors

• IT skills and experience to support the function’s activities and provision of information to others

• Financially numerate with the ability to assist with budget preparation

Special Knowledge/Qualifications

• Qualified in a property or facilities management related (desirable), NEBOSH  

     certificate in H&S or working towards the attainment of this qualification   

     (desirable)

• Comprehensive knowledge of all areas of facilities management.

Behavioral Approach

• Ability to remain calm in the event of emergencies.

• Ability to work on their own for long periods of time, and within a team environment.

• Flexible approach to working hours. Weekend working during maintenance and office moves as required.

• Committed to equality and diversity in service delivery.

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