JOB DESCRIPTION

May 2017

Job title: Facilities Management OfficerDepartment:Corporate Services

Team: Facilities Management Service

Reporting to: Facilities Manager

Aim

  • Proactively assist the Facilities Manager (FM)by undertaking a wide range of administrative tasks, including taking responsibility for a range of hard and soft services at the London head offices and centre
  • Work collaboratively as part of the FM teamas well as assisting the facilities managerand head of Facilities Management with the provision of a FM service that supports the wider organisation

Dimension

  • No formal budget management, but will be required to control spending in certain key areas
  • Supervision of volunteers where required

Circumstances

  • 35 hours per week
  • Based at Crisis’ head officesand Skylight centre in London but, when required, travelling to other centres
  • A degree of flexibility is required in delivering the service; evening and weekend work may occasionally be required
  • ‘On call’ response to out of hours weekend emergencies on a rota basis

Salary

  • £27,668 per annum

Organisational Chart

Principle Accountabilities

Assisting the Facilities Manager as part of the FM team in

  • Providing routine day to day hard and soft FM services at Crisis’ head office. This will include duties such as stationery orders, dealing with incoming and outgoing mail, liaising with cleaning and maintenance contractors and general administrative tasks
  • Providing first-line response to help-desk enquiries in a polite, timely and efficient manner
  • In the facilities manager’s absence ensuring that any urgent matters are escalated and that the function of the FM team is coordinated when required to do so
  • Effectively managing buildings (including regional centres), compliance with lease terms, environmental matters and encouraging continual improvement and cost efficiencies
  • Day to day liaison with key contacts including landlords, tenants, managing agents, local authorities etc, and ensure the charity complies with lease and legal obligations and is adequately insured
  • The day to day provision of Health and Safety services, including inducting new employees, monitoring training and working practices, undertaking inspections and assessments, reviewing risk assessments and delivering training within competency
  • Servicing the H&S committee by preparing monthly, quarterly and annual reports on accidents/incidents and comparison figures in a timely fashion
  • Tendering and procurement exercises and monitoring of contracts
  • Managing mobile devices and other support equipment
  • Producing and analysing data and innovatively developing FM administration systems, including theimplementation of document management, archiving and storage procedures, while encouraging a paperless office ethos
  • Assisting in the preparation and delegated management responsibility for the departmental budget, including recharging direct costs to relevant departments and reconcilingcredit card expenditure
  • Researching, editing and proof reading reports and other written materials, including Crisis policies, user instructions, FM Manual and intranet (Connect) content and updating data
  • Providing first-line response to help-desk enquiries in a polite, timely and efficient manner
  • Managing ad-hoc, small projects for the FM team as requested by the FM or head of Property & FM
  • Flexibly responding to the administrative demands of expanding organisation and modelling highest levels in customer service, efficiency and commitment to the service
  • Arranging and responsible for the locking up of the building out of term time
  • Working closely with Crisis staff to build effective relationships across all departments

General

  • Develop and maintain an understanding of Crisis’ work and the needs and circumstances of homeless people
  • Comply with Crisis policies and procedures, including Health and Safety policies, for which all employees owe a duty of care both to themselves and others, in accordance with the Health and Safety at Work etc Act 1974
  • Carry out any other duties that may reasonably be required in the light of the main purpose of the job

Person Specification

Essential

  1. Experience of facilities or office management and providing support services including first line response
  2. Experience ofmonitoringHealth and Safety compliance including the evaluating of risk assessments
  3. Ability to identify and troubleshoot problems, resolving them promptly and efficiently, whilst demonstrating excellent customer service skills
  4. Experience of supporting a team through administrative processesincluding preparationand collation of reports
  5. Ability to organise and prioritise work in a busy environment whilst maintaining a high level of attention to detail
  6. Comfortable working autonomously when needed but also a strong team worker
  7. Excellent communication skills (written and oral), including the ability to communicate with stakeholders at all levels
  8. Proficient in the use of Microsoft Office, including Word, Excel (to advanced level), and Outlook, databases and the internet
  9. The physical nature of some of the duties means the post-holder must have the ability to undertake manual handling tasks involving bending, lifting, carrying and pulling. Equipment to support such tasks will be made available
  10. Able to deal withminor DIY type works and solve minor technical problems when required
  11. Commitment to Crisis’ purpose and values including equality and social inclusion

Desirable

  1. ECDL advanced or relevant IT user qualification
  2. Hold a valid driving licence
  3. Hold a recognised Health and Safety qualification at IOSH or NEBOSH national certificate level (or willingness to work towards)

We encourage applications from all sections of the community particularly those with personal or previous experience of homelessness.