Main Duties and Responsibilities

1 Training and Supervisory activities

- Provide on the job training relating to Facilities Assistant duties. Supporting and coaching team members to be confident in their roles.

-  Responsible for the planning, organising, coordination and execution of a range of day to day operational activities on behalf of the Duty Manager

-  Daily allocation of duties, support and embed the roll out of team cleaning.

-  Deputise for and provide Duty Manager cover where required.

2 Customer Service

-  Support the Duty Manager to produce and update daily and weekly work routines, prioritising activities in line with planned and unplanned events to support University business.

-  Deliver customer-focused, proactive support to building users. Build positive relationships with customers and staff by being visible throughout the zone, maintaining a high profile with customers and staff and personally taking action to resolve issues and deliver an excellent customer experience.

- Support the use of AVIT equipment; to include general instruction to staff on operating display screens, lighting controls and fault resolution.

-  Delivering a full range of support across all activity, including directional information about the building, providing access to services for users of the buildings and as and when required providing reception and information pop ups and services.

3 Maintenance, H&S Compliance and Security

-  Embed within the team and undertake proactive fault and maintenance reporting in line with the agreed fault triaging process. Liaise with other Estates colleagues in your area and the use of fault observation and back-office checks, to monitor faults through to completion. Liaise with Facilities Assistants monthly to review outstanding matters, and appropriately update stakeholders.

- Daily management of access control permissions for all building users. Administer software system to activate and deactivate staff and student cards.

-  Oversee and assist in the coordination of contractors coming on-site with minimum disruption to building users, by working with Estates colleagues to ensure the Contractor policy is followed.

- Lead on and undertake periodic compliance checks of buildings to ensure a safe working environment for building users, including routine fire safety checks, fire alarm testing, emergency call alarm testing and water temperature and quality checks.

- Complete and hold accurate records of checks including using relevant computer systems and software packages. In all cases, using the appropriate device.

-  Coordinate the scheduling and carry out PAT testing and update and maintain testing records in line with University policy.

-  Lead on the review and updating of content of the Building Manual and highlight areas in need of updating due to changes in the building or process and policy changes. Support Zonal Management Team to update the Manual as needed.

-  Locking and unlocking of premises, ensuring the uplift and return of building keys, and operation of security alarms.

-  Act as Fire Warden/Evacuation chair operator in your allocated area to ensure the safe evacuation of University buildings.

-  First responder to all emergencies including administering first aid if trained.

-  Monitor the physical environment – keeping the zone buildings clean and in good condition.

-  To assist, on an occasional basis, with general and emergency cleaning internally and externally, restocking of consumable items in toilets, removal of graffiti, spillages, and ensure buildings and surrounding areas are kept safe. Where needed, picking up litter in the building and carrying out sharps removal, using the correct equipment and safety precautions.

- Attend to small building maintenance odd jobs in line with the agreed fault triaging process, and where necessary, liaise with Estates colleagues to request assistance from specialist teams.

-  Ensure building entrance and approaches are kept safe in bad weather.

4 Porterage/Setup

- Monitor the room booking system to identify requirements for room setups and carry these out, setting and resetting rooms for teaching, functions, exams including oversight and management of delivery and receipt of exam papers and relevant script books

- Role model and deploy supportive marshalling techniques with pedestrian flow for students and visitors entering and leaving rooms, turnstiles, and buildings.

-  Deliver, receive and redistribute stores, stationery, mail, parcels, and other goods across the zone. Complete and hold accurate records of incoming goods.

-  Deliver all support in cooperation with Reach Out teams and other colleagues to ensure consistent service levels.

Knowledge, Qualifications, Skills and Experience

Knowledge /Qualifications

Essential

A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.

A2 Good working knowledge and understanding of facilities services including building access control systems and Audio Visual (AV).

A3 Good working knowledge of the University, policies and procedures, systems and geography, along with a working knowledge and understanding of services provided

through University Services. (Further training will be provided to support and develop operational and supervisory knowledge and skills.

A4 Good understanding of relevant health and safety policies and procedures relative to the role, including manual handling, fire safety and security to ensure you can work safely and respond appropriately to support emergency evacuations.

A5 Asbestos Awareness, Fire Warden/evac chair knowledge and understanding or ability to attain this during induction period.

A6 Good working knowledge of work schedules and safe working practices in a facilities environment.

Desirable

B1 Knowledge and understanding of quality standards used in Facilities e.g., BICSc

B2 A valid clean driving licence.

B3 Knowledge of Control of Substances Hazardous to Health (CoSHH) Risk Assessments (training provided).

Skills

Essential

C1 Ability to plan, organise and schedule the workday, weeks and months ahead and the ability to reprioritise and respond to changing environments or customer needs.

proactive, flexible and enthusiastic approach to work.

C2 Excellent written and oral communication skills to communicate effectively with students, staff members, contractors and visitors in a courteous and diplomatic manner

C3 Self-motivated, able to manage time effectively with ability to work effectively as part of a team and also unsupervised.

C4 Good IT skills, to include MS Office to support the on-line fault reporting system and accurately record compliance checks.

C5 Excellent customer care skills.

C6 Manual Handling awareness.

C7 Accuracy and attention to detail.

C8 Demonstrable ability to develop and enhance own skills and knowledge by participating in training to acquire additional skills and broaden knowledge.

C9 Initiative and judgement to independently solve routine problems which may occur in the course of duties with limited recourse to senior managers.

C10 Ability to work as part of a team and support team members during periods of change in the workplace.

C11 Good people management skills, with the ability to motivate, support and direct a team and ability to delegate duties.

C12 Ability to lead by example and demonstrate a proactive, enthusiastic and flexible approach to the role.

Desirable

D1 First Aid skills (training provided).

D2 Evacuation Chair (training provided).

Experience

Essential

E1 Experience providing good front line customer focused facilities service to a range of customers and visitors.

E2 Experience and proficiency in the use of  AVITLinking equipment.

E3 Experience of systems and procedures that apply to University buildings with some experience of working within wider University systems and procedures or within a comparable complex organisation.

E4 Experience health and safety legislation within a working environment and responding to emergency alarms.

E5 Experience in monitoring quality and operational standards or ability to demonstrate this following training

E6 Experience of delivering or supporting on the job training, supporting and motivating others

Desirable

F1 Some experience of driving vehicles to support the transportation of goods and equipment within a work environment.

F2 Previous supervisory experience

Please view the attached full job description for this role

Terms and Conditions

Salary will be Grade 3, £22,005 - £23,581 per annum.

This post is full time (35 hours p/w, Mon to Fri 07.00 – 15.00) and open ended.