UNISON
Job Brief: Facilities Supervisor
Introduction
OVERALL SUMMARY & JOB BRIEF
The role of the Facilities Supervisor is to assist the Facilities Manager (Grade 3) to provide and supervise National Office facilities services at the UNISON Centre and to the wider estate, which includes 47 flats and an adjoining retail unit.
The post holder line manages, directs and supervises the day to day activities of two Receptionist / Meeting Co-ordinators (Grade 8), and Security Supervior (Grade 8) and, in his absence, the three security staff (Grade 9) as required, and co-ordinates the room bookings, hospitality and events services for the building.
The post holder provides Facilities services including the facilities helpdesk; directing site based and visiting specialist contractors eg engineers, building maintenance,catering and cleaning contractors to ensure required works are carried out; directing work to the wider estate occupied by housing organisations; dealing and re-directing housing tenants and instructing managing housing agent accordingly;project management of small scale Facilities projects eg office layout changes, redesignation of use of space, plant and equipment replacement, insurance repairs.
The postholder will carry out health and safety processes including regular health and safety inspections and risk asessments; pre-contract induction of contractors; fire evacuation drills and personal evacuation plans; supervision and direction of lift evacuations; provision of training to fire marshalls.
There is also a range of facilities based administrative activities and systems which need to be kept up to date.
There is a requirement to work flexibily on occassions to direct and supervise proceedings at occasional evening and weekend events.
UNISON
Facilities Supervisor
12 months Fixed Term Contract
(subject to one months notice)
Systems Management Section
Ref: ORD/132T
JOB DESCRIPTION
Grade: 6
Hours: 35 per week
Location UNISON Centre
Reports to: National Office Facilities Manager (Level 3)
1. To supervise and prioritise the work of two Receptionist / Meeting Co-ordinators (Grade8) and Security Supervisor (Grade 8).
2. To co-ordinate the room bookings, hospitatlity and events services function for the building.
3. Provide a Facilities Helpdesk function, book-in contractors and log and monitor activities to satisfactory completion
4. Instruct both site-based and visiting contractors on engineering and building works required
5. Direction of estate wide maintenance and cleaning works (housing and building society adjoining). Dealing with tenant enquiries and re-directing accordingly.Instructing the managing housing agent.
6. Project management of small scale projects, including floor moves,re-locations,plant and equipment replacement, re-instatement works
7. Carry out Health and Safety inspections, inductions, checking and agreeing pre-work method statements, building and lift evacuations, advise staff and contractors accordingly
8. Cost re-charging and invoicing of organisations which use building for events and meetings
9. Budget and financial monitoring
10. Ensure housing service charge income received and accounted for
11. Issue purchase orders and check and validate invoices in line with contract terms
12. To purchase small items up to £2,500 using Unison purchasing card and verify work completed satisfactorily
13. To develop and manage facilities administration systems including O & M (Building System) manuals, staffing absence and training records
14. To co-ordinate insurance claims, re-instatement works and refunds from insurers
15. To ensure adequacy and renewal of operating licences eg alcohol, music and performance licences
16. To liase with staff on all matters relating to the Facilities helpdesk including scheduling of weekend works, production of regular advice bulletins of works pending and projects
UNISON
Facilities Supervisor
12 months Fixed Term Contract
(subject to one months notice)
Systems Management Section
Ref: ORD/132T
PERSON SPECIFICATION
UNISON is an equal opportunities employer, committed to providing equal opportunities regardless of race, marital status, gender, sexuality, disablement or age. This Person Specification is designed to help members of Interviewing Panels judge the qualities of interviewees in a systematic and consistent way and in accordance with UNISON’s equal opportunity policy. It is given to all job applicants for information.
Assessment code
A – Application form
Pl – Panel interview
Heading / Selection criteria / Assessment1. Thinking and Knowledge / · Ability to instruct, supervise and co-ordinate the work of in-house cleaning and janitorial staff, receptionists, on-site engineers and visiting maintenance engineers and contractors
· Ability to plan and manage external events
· Knowledge of building management systems
· Project manage minor office moves and improvements
· Carry out regular health and safety inspections and complete risk assessments as required by Facilities Manager
· Ability to operate and maintain accurate record and information systems
· Ability to compile and evaluate financial information including budgets, recharges, estimates, fuel and utilities usage, insurance claim cost monitoring and reconciliation
· Ability to contribute to the development of the service / A PI
A Pl
A Pl
APl
A Pl
APl
A Pl
A Pl
2. Interpersonal and Communication / · Ability to supervise and develop in-house cleaning and janitorial staff, receptionists and security supervisor
· Deal with customer requirements
· Provide Health and Safety and building process inductions for staff and all contractors
· Evaluating building user needs eg when co-ordinating office
· Use information and communications technology especially Microsoft Ofice suite,Sharepoint, PDF writers
· Dealing with, and responding to complaints from
· Ability to communicate effectively in writing and verbally / A Pl
A Pl
A Pl
A Pl
A Pl
A PI
A PI
3. Initiative and Independence / · Ability to manage and prioritise work under pressure, particularly competing requests for repairs and service improvements
· Ability to coordinate teams of staff and contractors supporting events, directing them to meet requirements
· Ability to deputise for the Facilities Manager as required and ensure the continuity of the use of the premises in emergency situations
· Instruct agents and building support services to respond to priority issues / A PI
A Pl
A Pl
A Pl
4. Staff Management / · Ability to direct, manage and develop staff and monitor and review performance / A PI
5. Resource Management / · Ability to order work up to £2,500 without higher authorisation
· Draft out annual budgets for maintenance, catering and other building costs and services
· Prepare quotations for externally booked events, agree price and invoices third parties for services provided / A PI
A Pl
A Pl
6. Physical Skills (with DDA modification where necessary) / · Keyboard skills
· Some lifting and moving of light equipment / A PI
A Pl
7. General Knowledge / · Knowledge of the requirements of the needs of people with disabilities
· Knowledge and experience of health and safety good practice and legislation
· Knowledge of ICT packages including Microsoft Office suite.
· Commitment to and understanding of equal opportunities.
· Commitment to and understanding of UNISON’s aims and values and the trade union movement. / A PI
A PI
A PI
A Pl
A Pl
OTHER INFORMATION
Please submit three copies of your completed application form.
Completed application forms should be received by Mary Toussaint, UNISON, 130 Euston Road, London, NW1 2AY by no later than Friday 05 September 2014 .
It is proposed to hold interviews on 18 September 2014.