Facilities Assistant

Responsibilities

• Carry out scheduled health and safety, fire safety, security and building compliance checks.
• Maintain accurate compliance records.
• Identify hazards, defects and unsafe practices and report or address them appropriately.
• Support actions arising from risk assessments, inspections, audits and contractor reports.
• Assist with fire safety checks, evacuation procedures and emergency arrangements.
• Help ensure communal areas, escape routes and facilities remain safe and accessible.
• Follow and promote organisational health and safety, safeguarding, equality, diversity and inclusion policies.

Facilities and building responsibilities include:

• Complete daily, weekly and monthly facilities tasks.
• Undertake cleaning, minor maintenance and room presentation.
• Identify and report repair and maintenance issues.
• Carry out basic repairs and maintenance within the employee’s skills and training.
• Assist with supervising contractors and checking completed work.
• Support operation of heating, ventilation, lighting and other building systems.
• Undertake opening and closing/security duties where required.
• Maintain external areas and grounds, including basic gardening.

The role also involves supporting other departments by:

• Providing practical facilities support for projects, activities, community programmes and events.
• Resolving building, equipment and room-related issues.
• Preparing furniture, equipment, access arrangements, deliveries and rooms for events.
• Responding flexibly to urgent operational requirements.

Room hire and customer-facing responsibilities include:

• Preparing and resetting rooms for internal and external bookings.
• Ensuring rooms are clean, safe and ready for use.
• Helping room users with facilities-related enquiries.
• Escalating booking, payment and contractual queries to the appropriate team.
• Providing reception cover where reasonably required.

General responsibilities include:

• Acting as a facilities contact for staff, visitors, tenants, contractors and service users.
• Attending relevant meetings, briefings and training.
• Using facilities systems, records and checklists.
• Suggesting improvements to facilities processes.
• Coordinating casual staff and volunteers in the Facilities Manager’s absence.
• Carrying out other reasonable duties within the scope of the position.

What we are looking for

Essential Requirements

Applicants are expected to have:

• An understanding of workplace health and safety, compliance checks and record keeping.
• Understanding of overseeing building maintenance contractors.
• Understanding of minor repairs and maintenance.
• Some understanding of heating, ventilation and other mechanical systems, with willingness to learn.
• Understanding of building-related health and safety and willingness to undertake further training.
• Experience providing excellent customer service.
• Good written and verbal communication skills.
• Experience working collaboratively and supporting different departments, teams or services.
• A hands-on and flexible approach, including willingness to undertake cleaning, light maintenance and room preparation.
• IT literacy.
• Ability to work independently and show initiative.
• Good organisational and prioritisation skills.
• Flexibility regarding working days and hours.

Desirable Requirements

The following are desirable rather than essential:

• Understanding of developing and overseeing planned preventative maintenance systems.
• Understanding of mechanical and electrical systems.
• Some training in building management.
• Understanding of IT environments.
• A full UK or EU driving licence, including permission to drive a minibus.

Benefits

• 26 days’ holiday per year plus bank holidays.
• Auto-enrolment pension.
• Season ticket loan.
• Bicycle loan.