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Senior Facilities Coordinator

2 months ago

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

Assist the Duty Manager in the strategic planning and execution of operational tasks, as well as the training and development of Facilities Assistants and Facilities Cleaning Assistants within a designated Facilities team, ensuring exceptional service delivery to the University community.

Key Responsibilities

1. Training and Leadership

1.1 Provide hands-on training related to Facilities Assistant responsibilities, fostering confidence and competence among team members.

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

1.3 Allocate daily tasks, support the implementation of team cleaning protocols, and ensure effective communication within the team.

1.4 Act as a deputy for the Duty Manager, which includes:

  • Coordinating daily and weekly work schedules, prioritizing tasks based on operational needs.
  • Providing clear guidance and motivation to team members, particularly those who are new or less experienced.
  • Managing inventory levels of consumables to ensure service continuity.
  • Ensuring compliance with safety protocols and monitoring staff adherence to safe working practices.
  • Responding to security breaches and emergencies, ensuring team compliance with health, safety, and fire prevention protocols.
  • Supporting staff development through performance reviews and setting improvement objectives.
  • Addressing attendance and performance issues through regular feedback and improvement plans.

2. Customer Engagement

2.1 Collaborate with the Duty Manager to develop and update work routines, prioritizing tasks based on scheduled and unscheduled events.

2.2 Deliver exceptional customer service by being present and approachable, resolving issues promptly to enhance user experience.

2.3 Provide assistance with Audio Visual and Lecture Theatre equipment, offering guidance to staff on operation and troubleshooting.

2.4 Offer comprehensive support across various activities, including providing directional information and access to services.

3. Maintenance, Health & Safety Compliance, and Security

3.1 Implement proactive maintenance reporting and liaise with relevant teams to ensure timely resolution of issues.

3.2 Manage access control for building users and oversee the administration of access systems.

3.3 Coordinate contractor activities on-site to minimize disruption and ensure compliance with policies.

3.4 Conduct regular safety checks and maintain accurate records of compliance activities.

3.5 Oversee the scheduling and execution of PAT testing, ensuring records are maintained in accordance with University policies.

3.6 Update the Building Manual to reflect changes in procedures or policies.

3.7 Manage building security, including locking and unlocking premises and operating security systems.

3.8 Serve as Fire Warden and assist in emergency evacuations.

3.9 Respond to emergencies, providing first aid as necessary.

3.10 Maintain cleanliness and order in the facilities, including waste management and emergency cleaning tasks.

3.11 Attend to minor maintenance tasks and coordinate with specialized teams as needed.

3.12 Ensure safe access to buildings during adverse weather conditions.

4. Event Setup and Support

4.1 Monitor room bookings and prepare spaces for various events, including lectures and examinations.

4.2 Implement effective crowd management strategies during events.

4.3 Collaborate with other teams to ensure consistent service delivery.

Required Qualifications and Skills

Essential:

  • Demonstrated ability to perform the duties of this role, with relevant experience in a similar environment.
  • Strong understanding of facilities services, including access control and AV systems.
  • Familiarity with University policies and procedures.
  • Knowledge of health and safety regulations applicable to the role.
  • Ability to manage time effectively and work independently or as part of a team.
  • Proficient in IT, including MS Office.
  • Excellent customer service skills.

Desirable:

  • Experience in quality standards for facilities management.
  • Valid driving license.

Terms and Conditions

Salary will be Grade 4, with additional allowances as applicable. This position is full-time and permanent.

As a member of the University of Glasgow, you will be part of a diverse and inclusive community that values excellence and innovation.