ES5025 - Premises Officer JD
Job description
Department:Estate and Facilities Management
Location:Moulsecoomb
Job title:Premises Officer
Post number:ES5041
Grade:4
Responsible to:Site Manager
Main areas of
responsibility:1.To assist the Site Manager in the development and maintenance of high quality support services to site users.
2.To develop and maintain a customer orientated reception service to students, staff and visitors to the university.
3.To ensure the safety and security of premises, equipment and vehicles during university opening times.
4. To work closely with the Cleaning Supervisors to ensure the agreed cleaning standards are met reporting staff performance to the line manager, as required.
Specific duties:1.To assist the Site Manager in the development and maintenance of high quality support services to site users.
1.1To review the standards and operation of caretaking services, establishing and maintaining an effective operational structure and service provision which meets specifications set by the Site Manager.
1.2To keep up to date with knowledge of technology and legislation in relation to material and equipmentusage and distribution and to ensure that changes are incorporated effectively.
1.3.To develop the role and abilities of Caretakers, enabling them to ensurestandards and objectives are met.
1.4To monitor the performance of staff on a daily basis, addressing problems or referring them to the Site Manager as appropriate. This includes assisting with the setting of performance indicators, keeping written records of performance measurement and sickness levels, and producing relevant reports/documentation as required.
1.5To assist in the recruitment, induction, and training of caretaking staff in appropriate methods/systems of cleaning, where appropriate, caretaking and associated work, including health, safety and customer care issues.
1.6To arrange for the delivery and collection of stationery, equipment and furniture via the Courier service, keeping relevant records as directed by the Site Manager.
1.7To arrange delivery, collection and sorting of internal and external mail ensuring an efficient service is maintained.
1.8To ensure all grounds/roads/car park areas are kept tidy and free from litter.
2.To develop and maintain a customer orientated reception service to students, staff and visitors to the university.
2.1To ensure staff deliver a customer responsive approach to users of the university.
2.2To ensure that building support services staff are well-informed about the normal activities of the building, as appropriate and that information is communicated to visitors, students and staff in a courteous, clear and concise manner.
2.3To operate record keeping systems with regard to logging visitors and making adequate car parking arrangements for the same.
3.To ensure the safety and security of premises, equipment and vehicles during university opening times
3.1To ensure that a continuous security presence is maintained until security staff are on duty and to liaise with security staff, ensuring that they are informed of security-related issues when they arrive at work.
3.2To provide safe access and exit for users of the university at all times and at prescribed functions arranging for the appropriate stewarding/staffing to be in attendance according to established procedure.
3.3To ensure buildings are opened /locked and secured utilising the appropriate intruder alarm systems according to agreed procedure.
3.4To ensure sensible and safe car parking control, in accordance with designated practice, including the issuing of parking permits.
3.5To liaise with the appropriate staff in relation to the preparation of rooms for examinations, courses, functions and other lettings ensuring customer needs are met.
3.6To ensure that all keys for the building are registered according to respective key/key traka cabinets and issued using the appropriate recording methodsanduniversityguidelines.
4. To work closely with the Cleaning Supervisors to ensure the agreed cleaning standards are met reporting staff performance to the line manager, as required.
4.1To inspect completed work and ensure all areas are cleaned to a high standard using the agreed cleaning specifications and cleaning service inspection procedures.
4.2 Working with the Cleaning Supervisors to assist with the development and maintenance of quality control systems to ensure a high standard of cleaning.
4.3 To supportthe Site Manager and the Cleaning Supervisors in the appointment, induction and appraisal of cleaning staff.
Selection criteria:The criteria below indicate the qualities that are needed to do the job well. Candidates for the post will be selected according to the extent to which they satisfy them. Evidence of potential will also be considered. Most of the criteria must normally be met in order to qualify for selection.
Essential:
•Knowledge/qualifications: a working knowledge of Health and Safety regulations and of the Health and Safety at Work Act
•Management of others: proven ability to organise, influence and develop staff to meet objectives, preferably in a large organisation; persuasive
•Communication: understanding of the information needs of others; able to communicate information in an understandable way, according to the situation
•Sensitivity: able to listen well and understand the needs of others; shows commitment to the equal opportunities policy
•Self motivation: able to meet objectives and standards on own initiative, including less satisfying tasks, and committed to continuous self-development
•Organisation: able to work systematically, using time efficiently, meeting priorities and deadlines with minimum supervision
•Teamwork andflexibility: must be adaptable, receptive to change, understanding own strengths and weaknesses, cooperative, happy to vary tasks and/or shifts if necessary and have the ability to foster teamwork in others
•Physical ability: full mobility required, including the ability to lift heavy objects using safe procedures and to cover wide areas on foot regularly
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.
Ref:MS/cg/mw
Date:17/5/96 Revised BD 10/14