Senior Facilities Coordinator

4 weeks ago

Glasgow, Glasgow City, United Kingdom University of Glasgow Full time
Job Objective

Assist the Duty Manager in the strategic planning and organization of operational functions, as well as the training and development of Facilities Assistants and Facilities Cleaning Assistants within a designated Facilities team, to provide exemplary service to the University community.

Key Responsibilities

1. Training and Supervision

1.1 Facilitate on-the-job training for Facilities Assistant responsibilities, ensuring team members are confident in their roles.

1.2 Oversee the planning, organization, coordination, and execution of daily operational tasks on behalf of the Duty Manager, including adjusting schedules to accommodate absences, holidays, and unexpected service demands.

1.3 Allocate daily duties and support the implementation of team cleaning initiatives.

1.4 Act as a Deputy for the Duty Manager, providing coverage that includes:

  • Scheduling, allocating, and monitoring daily and weekly work routines while prioritizing tasks based on operational needs.
  • Offering clear guidance and motivation to develop new and less experienced team members.
  • Managing stock levels of consumables to ensure service delivery.
  • Ensuring personal and team safety by monitoring adherence to safe working practices and the proper use of equipment and materials.
  • Responding to security breaches and emergencies, ensuring compliance with hygiene, health, safety, and fire prevention protocols.
  • Supporting staff development through performance reviews and setting improvement objectives.
  • Managing attendance and performance policies to foster effective performance and development.

2. Customer Engagement

2.1 Collaborate with the Duty Manager to create and update work routines, prioritizing tasks in alignment with university activities.

2.2 Provide proactive, customer-oriented support to all building users, fostering positive relationships through visibility and responsiveness.

2.3 Assist with Audio Visual and Lecture Theatre Video Linking equipment, offering guidance to staff on operational procedures and troubleshooting.

2.4 Deliver comprehensive support, including directional assistance and access to services, while managing reception and information services as needed.

3. Maintenance, Health & Safety Compliance, and Security

3.1 Implement proactive fault reporting and maintenance tracking in accordance with established protocols.

3.2 Manage access control permissions for building users, ensuring proper administration of access systems.

3.3 Coordinate contractor activities on-site, minimizing disruption to users.

3.4 Conduct regular compliance checks to maintain a safe working environment, including fire safety and emergency preparedness.

3.5 Maintain accurate records of compliance checks and testing using appropriate systems.

3.6 Review and update the Building Manual to reflect changes in processes and policies.

3.7 Oversee the locking and unlocking of premises, including the management of building keys and security systems.

3.8 Serve as Fire Warden and Evacuation Chair operator to ensure safe building evacuations.

3.9 Act as the first responder to emergencies, providing first aid as trained.

3.10 Monitor the physical environment, ensuring cleanliness and good condition of facilities.

3.11 Assist with waste management and ensure the surrounding areas are safe and clean.

3.12 Address minor maintenance tasks and liaise with specialist teams as necessary.

3.13 Ensure safe access to buildings during adverse weather conditions.

4. Room Setup and Porterage

4.1 Monitor room bookings and manage setups for various events, including teaching and examinations.

4.2 Implement effective pedestrian flow management during events.

4.3 Collaborate with other university teams to ensure consistent service delivery.

Knowledge, Qualifications, Skills, and Experience

Essential Knowledge/Qualifications:

A1 Demonstrated competencies in a similar role or relevant qualifications.

A2 Understanding of facilities services, including access control and AV systems.

A3 Familiarity with university policies, procedures, and services.

A4 Knowledge of health and safety policies relevant to the role.

A5 Asbestos Awareness and Fire Warden training or willingness to obtain.

A6 Knowledge of safe working practices in a facilities environment.

Essential Skills:

C1 Strong organizational skills with the ability to adapt to changing priorities.

C2 Self-motivated with effective time management abilities.

C3 Proficient in IT, including MS Office, for reporting and compliance.

C4 Excellent customer service skills.

C5 Attention to detail and accuracy.

C6 Ability to independently resolve routine issues.

C7 Strong team leadership and motivational skills.

Experience:

E1 Proven experience in customer-focused facilities service.

E2 Proficiency with AV and Lecture Theatre systems.

E3 Familiarity with university systems and procedures.

E4 Knowledge of health and safety legislation.

E5 Experience in quality monitoring and training.

Terms and Conditions

Salary will be Grade 4, £22,681 - £25,138 per annum, plus 6% shift allowance. This position is full-time (35 hours per week) and open-ended.

As a valued member of our team, you can expect a supportive organizational culture that fosters development and celebrates success.

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