Stratford Advice Arcade (the Arcade) is seeking to recruit a FacilitiesOfficerto provide a full service ofFacilities, Maintenance and Repairs, Meeting Room organisation and Reception Admin support within the Arcade’s Stratford site.

We seek a conscientious and flexible individual who will carry out the above duties in a customer-focused manner.

The post holder will be responsible for proactively maintaining and monitoring all building facilities and equipment to ensure the Health and Safety of all users and that business interruption is minimised by identifying and managing any incidents relating to the building.

The hours are unsocial; the post holder will be required to work evenings and Saturday mornings.

Job Description: Facilities Officer

Responsible to: Centre Manager

Location: Stratford East London

Hours per week: 37

Annual salary:£22,000

Hours of work are 37 per week. Your hours will be: Monday and Tuesday 3 pm – 10.00 pm; Wednesday to Friday 3.30 pm - 10 pm; Saturday 9.30 am – 1.00 pm

Closing date: Thursday 30thJune 2017

JOB DESCRIPTION

June 2017

Job title:Facilities Officer

Reporting to:Centre Manager

Position: Full Time

Main Responsibilities

  1. To be responsible for the opening and closing security of the building, following specified guidelines.
  2. Assist in the compliance of existing Health and Safety policy, safe working practices, liaising closely with Centre Manager, ensuring the highest levels of H&S and security of all persons; the security of the premises and contents and the identification of any issues that might endanger the public by undertaking regular checks of the building.
  3. To keep up to date on relevant legislations in relation to Health and Safety and to report any H&S issues to the Centre Manager
  4. Assist the Centre Manager to ensure that the Arcade complies with all statutory regulations and codes of practice; if required, liaise with Local Authority, statutory representatives and community groups
  5. To complete where necessary concise incident and accident reports.
  6. To be responsible for ensuring that meeting rooms are organised in accordance with hirers’ requirements. To ensure that the equipment and refreshments are prepared and available in meeting rooms as required by hirers and projects initiated by the staff team.
  7. To carry out reception duties as required, to include answering telephone calls, logging visitors in and out of the building, managing face to face enquiries, and taking bookings for meeting and counselling room hire. To be the first point of contact to all visitors to the Arcade and provide general information signposting and referrals, booking appointments where necessary.
  8. To issue invoices and take payments for meeting/interview room users.
  9. Respond effectively to all telephone queries and complaints, using effective listening, questioning and problem-solving skills.
  10. To support the work of the Arcade in service monitoring and supplier management, ensuring that the required standards are maintained both front (FOH) and back of House (BOH).
  11. Assist the Centre Manager to monitor service standards in Front of House Areas including cleaning.

Maintenance Responsibilities

  1. Carry out daily and weekly BOH and FOH walk rounds, ensuring the building fabric is in good order, noting any defects and raising with Centre Manager. Coordinate follow up action by liaising with contractors to follow through approved work.
  2. Review and make recommendations to Centre Manager any improvements that can be made to the cleaning or security services, in order to maintain building integrity, maintaining accurate records as required.
  3. To oversee or undertake daily, weekly and monthly maintenance tasks
  4. To develop, manage and control register of service contractors, maintenance providers and suppliers
  5. To be responsible for undertaking regular Health and Safety, general risk assessment with tenants.
  6. To engage with preferred suppliers to provide essential services and maintenance
  7. To be responsible for ensuring the correct Health and Safety systems are in place, the accident and incident books are up to date and to produce reports to the Centre Manager and/or Board as and when appropriate.
  8. To be responsible for keeping accurate records on building maintenance contract and the ordering of appropriate supplies.
  9. To be responsible for and ensuring that repairs and maintenance in the building are carried out to a high standard and adherence of H&S principles at all times.
  10. To be responsible for ensuring that effective cleaning systems for the building and grounds are in place and applied to the highest standards.
  11. To be responsible for developing and maintaining preventative maintenance system for the premises which includes both building and equipment, and for negotiating and reviewing preventative maintenance service contract for all building systems and office equipment in liaison with the Centre Manager.
  12. To be responsible for the key/alarm/monitoring infrastructure
  13. In conjunction with other team members; to ensure that the presentation of the building both externally and internally is welcoming and accessible for example, ensuring attractive and relevant internal displays
  14. To be willing to take on an active role in programme events organised by the Stratford Advice Arcade.

Additional Responsibilities

1To be a named key holder dealing with emergency/business critical incidents out of hours as part of on-call responsibilities.

2The ability to provide cover in the absence of other staff.

3To be willing to undertake First Aid at Work, Fire Marshall, Risk Assessment training, or any other training relevant to the post.

4To be willing to attend supervision and staff meetings as and when required.

5To carry out the duties of the post in accordance with and for the development of equal opportunities.

6The ability to undertake duties that are commensurate with the post as required to the benefit of the Advice Arcade.

7To attend training and refresher courses to ensure knowledge is kept up to date.

FACILITIES OFFICER

Personal Specification

  1. The successful candidate will have excellent interpersonal skills, be able to work as part of a team and have the ability to deal sympathetically with members of the public from a range of communities and backgrounds. As the duties of the post involve communicating with a wide range of service users and other agencies, you will need to demonstrate that you are a good communicator in a clear and effective manner, both verbally and in writing.
  2. Previous skills and experience in providing a customer-focused facilities management, maintenance, building management, operations or office management service.
  3. Knowledge/experience and understanding of the implementation of general Health and Safety practice, risk assessment and fire prevention techniques and issues facing the use of public buildings.
  4. Experience of working with contractors and suppliers .
  5. Excellent telephone manner and the ability to communicate effectively at all levels.
  6. The skills and ability to deal with difficult situations and to act calmly and effectively with a wide range of people from within and outside the organisation. Good customer care in dealing with potentially irate calls and visitors to the building with tact and diplomacy, using effective complaints-handling skills.
  7. Ability to prioritise workload, to use your initiative and to work under pressure with a high level of organisational skill and proficiency.
  8. Good computer skills with competency in Microsoft Office.
  9. Good numeracy skills, with the ability to process invoices accurately and efficiently.
  10. Knowledge/experience in general administration.
  11. Willingness to learn new skills as the service adapts to changing needs within the organisation.
  12. Knowledge and experience of providing face-to-face services and working in buildings that are open to the public.
  13. Awareness of equal opportunities and access to public buildings.
  14. A good command of written and spoken English