Facilities Assistant

6 months ago

Bristol, United Kingdom Historic England Full time

**Summary**

We are the public body that looks after England’s historic environment. We champion historic places, helping people understand, value and care for them.

Historic England have a fantastic opportunity for you to join us as a Facilities Assistant.

In this role you will provide day to day operational FM services to Historic England colleagues and visitors in this front facing customer-focused role. You will ensure the facilities are safe, clean, well-stocked, suitably maintained, well presented and comfortable at all times. Additionally, you will ensure a consistent approach to FM is applied, that colleagues can expect as the standard.

**What you will be doing**

**Facilities Management**

Conduct regular daily checks to ensure the office is clean, safe, secure, well presented, and fully stocked, taking corrective action when required.

Carry out reception and switchboard duties.

Ensure meeting room bookings are administered efficiently and that rooms are neat, tidy and equipped as requested for each booking.

Sort and distribute incoming post, frank outgoing post and arrange couriers.

Proactively identify and report any maintenance issues to the relevant party (landlord or contractor) and liaise closely with any affected colleagues.

Oversee planned maintenance, ensuring it is carried out safely in accordance with risk assessments and method statements provided in advance of any visits.

Following security protocol, issue security passes to colleagues, visitors and contractors.

Carry out site inductions for colleagues.

Monitor how the office is used and make suggestions as to how the space could be improved to best support colleagues.

Ensure FM activities are conducted in such a way as to limit our negative impact on the environment.

**Health & Safety**

Conduct routine checks via AssessNet.

Record office based accidents and incidents on AssessNet, assisting with any investigations and remedial actions.

Contribute to the completion of risk assessments, highlighting any significant changes to site or work activities.

Work closely with the Facilities Manager to ensure the Emergency Response Plan (ERP) and Business Continuity Plan (BCP) are fully embedded across site.

Monitor and arrange training for colleagues to ensure that there are enough qualified first aiders on site.

Monitor and arrange training for colleagues to ensure that there are enough incident wardens on site.

Act as Incident Manager/Deputy Incident Warden in the event of an emergency

**Communications**

Work closely with all other members of the FM team to share information and good practice.

Liaise effectively with onsite stakeholders including the landlord’s team, site ‘Responsible Person’, EHT colleagues, tenants, colleagues etc.

Communicate openly with other HE departments, keeping abreast of key departmental or organisational developments and find ways to work more effectively together.

Ensure procedure manuals for FM services on site are accurate and up to date.

**Customer Service**

Champion the facilities management department by providing excellent customer service at all times.

Ensure a consistent approach to facilities management is applied.

Respond quickly and fully to reasonable requests from colleagues.

**Budgets and Contracts**

Raise requisitions on the finance system as requested.

Contribute to any tendering activities.

Investigate costs for ad hoc equipment and furniture as required.

Monitor the performance contractors to ensure standards are met.

Record and administer any internal recharges.

**Who we are looking for**
- Experience working in a customer facing role
- Excellent written and spoken communication skills
- Competent in a range of IT packages
- Health and Safety experience
- Highly organised - experience of working in a busy environment
- Professional team player who participates fully with their team

We are an equal opportunity employer which values diversity and inclusion. If you have a disability or neurodiversity, we would be happy to discuss reasonable adjustments to the job with you. Having just won the Gold Award from MIND, we also recognise the importance of a healthy work-life balance.

We are an inclusive employer and believe that flexible working options are for everyone. We want to make sure our working arrangements don’t prevent anyone from joining us because of their personal circumstances. We also want to provide you with the best balance in your home and work life that we can.

We are open to considering options including job sharing, part-time working, compressed hours working and different working locations, including hybrid working. Please visit our jobs pages or contact us to find out more.

**Why work for Historic England**

We offer a wide benefits package including a competitive pension scheme starting at 28% contributions, a generous 28 days holiday, corporate discounts, free entry into English Heritage sites across the country and development o

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