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Job Title: Facilities and Maintenance Coordinator
Hours: Minimum of 37.5 hours per week to include some early, late and
weekend working and to operate on an emergency on-call rota
Main Purpose: To develop and effectively maintain high standards of facilities, maintenance and , Health and Safety compliance in line with TSA Safe Mission Policy and Procedure and to support the effective development of the property portfolio in line with the Regent Hall (RH) Mission Development Plan
Responsible to: Business Manager
Responsible For: Cleaners, Volunteers
Accountable to: Corps Officer Team, Regent Hall Management Team
In Co-operation Other members of staff, corps members,
with: volunteers, Divisional and Territorial Headquarters
Key Functions:
FACILITIES
· Ensure equipment, machinery, furniture, fixtures and fittings are regularly checked and are in good, clean and safe working condition in line with Health & Safety and other statutory requirements.
· Responsible for the maintenance, operation and security of IT, sound, audio visual and lighting equipment within the main hall, offices and ancillary rooms.
· In conjunction with the Events and Marketing Manager to ensure effective training and proper use of equipment by staff, volunteers, corps members and external clients
· In cooperation with the Events team to ensure the main hall and ancillary rooms are correctly and safely set up for functions and corps use and are cleared down in a safe and correct manner
· Maintain, ensure security and safe storage of all tools and equipment used within the role
· Maintain correct levels of supplies of regularly used materials and consumables in line with budget
· Implement and maintain an effective system of recycling and effectively manage all other areas of waste
MAINTENANCE
· Support with organising a periodic full audit of the RH property portfolio in order to develop and effectively maintain a planned programme of maintenance works.
· Effectively oversee works of external contractors and internal service providers ensuring all works are completed to expected levels, on time and within budget
· Responsible for in-house general repairs and maintenance jobs completed safely and to a high standard.
· Responsible for managing and supporting a comprehensive daily cleaning programme, ensuring the cleaning team are working to achieve standards and for delivering a programme of high level and deep cleaning, as required
· Maintain all essential services such as electricity, gas and water, take meter readings, monitor usages and report any irregularities
· Responsible for organising and overseeing the completion of all other legally required compliance checks
· To develop and maintain effective working relationships with TSA (The Salvation Army) Property and Facilities Services department, Health and Safety Advisors and other Territorial and Divisional teams.
· Liaise with RH tenants, advising managing agent of any concerns, as applicable
· Responsible for managing the buildings, maintenance and repairs budget
· Build a comprehensive portfolio or trusted, high quality contractors and service providers
· Clearly scope out requirements for planned maintenance and other works, liaising with contractors to secure comparable best price quotes and to prepare submissions to the Corps Business Board for approval of quotes and purchases
PROPERTY DEVELOPMENT
· Assist and support the Business Manager in the strategic development of the Regent Hall property portfolio including property currently out of use
· Effective communication and build strong partnerships with internal and external stakeholders
· Liaise effectively with Westminster Council and other external regulatory bodies
· Organise periodic property surveys, as required establish the ongoing condition of the property portfolio in order to identify areas of work required in addition to the planned maintenance programme
HEALTH AND SAFETY
· Establish and monitor Health and Safety systems for implementing and recording safe working practices including (but not restricted to) fire safety, COSHH, first aid, Legionella monitoring, safe moving and handling.
· Lead on implementing TSA Safe Mission policy including carrying out, monitoring and updating risk assessments and periodic safety and maintenance checks.
· Responsible for efficient systems to safely manage and record all staff, volunteers, Hall users and other visitors including contractors to Regent Hall
· Responsible for security of all Regent Hall property, keys, fobs, CCTV system, police key holder records
· Develop and manage an out of hours ‘on call’ rota
· Arrange & set agenda for periodic Health and Safety Committee meetings, oversee the production and distribution of minutes and follow up on action points
RECORDING AND REPORTING
· Regularly monitor information available on the infonet and Divisional and Territorial communications to ensure Regent Hall procedures and training are up to date with current statutory requirements and The Salvation Army policy and procedure.
· Responsible for maintaining and updating Safe Mission Folder and all associated health, safety and compliance administration
· Maintain accurate records and costs of maintenance and other works and purchases
· Responsible for notifying the Insurance provider of any damage to property or equipment, ensuring the timely and accurate processing of all elements of the claim.
· Maintain up to date insurance records of new equipment and removal of obsolete items
· Submit periodic reports to the Corps Business Board and Estates Council and occasionally attend meetings, as required.
· TRAINING AND SUPPORT
· Ensure staff, volunteers and other relevant hall users are appropriately trained, supported and updated in all areas of Health and Safety and training records are maintained
· Responsible for effective line management and regular reviews for staff in area of responsibility, ensuring effective targets are set performance is maintained.
· Function as part of the management duty rota including ‘on call’ duty as and when required
· Adopt a flexible approach to occasionally meeting with corps members out of normal hours to carry out training or provide Safe Mission support.
· In conjunction with colleagues, develop knowledge and skill levels within the team to be able to effectively maintain health, safety, facilities and maintenance during any absences.
· Complete any other duties as could be reasonably expected of someone in the fulfilment of this role.
Restraints: Salvation Army O & R, minutes and guidelines; agreed budget.
Compliance with all areas of TSA Safe Mission.
Criteria by which All activities and works are well supervised, professionally managed in a
Achievement is safe environment
Measured: Staff, volunteers, corps work to high standards of health and safety
Property and facilities are kept clean to a high standard and well
maintained, in line with Planned Maintenance Programme.
RH Property and its contents are well managed and kept secure.
Well-developed interpersonal and communication skills;
Flexible and supportive approach to the job
Method of Regular Review Meetings with Line Manager;
Evaluation: Annual Review.
Training Skills in: Maintenance
Compliance
Completing reports
IT – Lotus Notes;
Requirements: MS Word, Excel,
Knowledge of: Salvation Army policies and procedures.
Health and Safety
Property and facilities management
PERSON SPECIFICATION
Facilities and Maintenance Coordinator
It is essential that in your written application you give evidence or example of your proven experience in each of the criteria below
Characteristic /Essential / Desirable
Qualifications / · Level 3 qualification or equivalent professional qualification in related field
· COSHH/Health and Safety / · Level 4 qualification or equivalent professional qualification in related field or the willingness to work towards this
Experience and job-related knowledge / § Responsibility for health and safety of property, facilities and people (minimum 3 years)
§ Delivering training regarding health and safety & compliance matters
§ Carrying out risk assessments and ensuring they are reviewed and updated when necessary
§ Relevant experience of responsibility for maintenance and facilities working in a comparably large multi-functional site
§ Leading and managing staff, volunteers and contracted services
§ Monitoring expenditure in and managing budgets
/ § Building and maintaining strong and effective partnerships with stakeholders, other services and departments, clients and staff
Skills, Abilities / § Excellent verbal and written communication skills
§ IT proficient, using MS Word.
§ Able to produce reports for internal and external stakeholders
§ Enthusiastic worker with a positive attitude
§ Ability to multi-task and organise a busy and varied workload,
meet work deadlines
§ Able to provide clear direction, leadership and training
§ Ability to work under one’s own initiative as well as part of a
team
§ Good work ethic and stamina, with the ability to work some long and pressurised days
§ A can-do attitude and a willingness to succeed / § Good financial and numerate skills, using MS Excel
§ Ability to use PowerPoint
and Lotus Notes
Other Qualities / · A commitment to Salvation Army mission statement and values
· A commitment to working within the organisations anti-discriminatory, Equal Opportunities framework
Health / § Able to meet the requirements of the post with or without reasonable adjustment
Circumstances / · Enhanced DBS Clearance
· Eligibility to work in the UK