Senior Facilities Coordinator

3 weeks ago

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

Assist the Duty Manager in the strategic planning and execution of operational tasks, alongside 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 Leadership

1.1 Deliver hands-on training related to Facilities Assistant responsibilities, ensuring team members are well-prepared and confident in their roles.

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

1.3 Assign daily tasks, support the implementation of team cleaning initiatives, and act as a deputy for the Duty Manager, which includes:

  • Scheduling and monitoring daily and weekly work routines while prioritizing tasks according to operational needs.
  • Providing clear guidance and motivation to new and less experienced team members.
  • Managing inventory levels of consumables necessary for service delivery.
  • Ensuring personal and team safety by adhering to safe working practices and monitoring compliance with health and safety regulations.
  • Responding to security breaches and emergencies, ensuring adherence to hygiene, health, safety, and fire prevention protocols.
  • Supporting staff development through performance reviews and setting improvement objectives.
  • Managing attendance and performance issues informally to foster staff improvement and effectiveness.

2. Customer Engagement

2.1 Collaborate with the Duty Manager to create and update work routines, prioritizing tasks in alignment with planned and unplanned events to support University operations.

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 use and troubleshooting.

2.4 Deliver comprehensive support across all activities, including providing directional information and facilitating access to services.

3. Maintenance, Health & Safety Compliance, and Security

3.1 Promote proactive fault reporting and maintenance in accordance with established procedures, collaborating with Estates colleagues to monitor and resolve issues.

3.2 Manage access control permissions for building users and administer related software systems.

3.3 Coordinate contractor activities on-site, ensuring minimal disruption to users and adherence to policies.

3.4 Conduct regular compliance checks to maintain a safe working environment, including fire safety inspections and equipment testing.

3.5 Maintain accurate records of compliance checks using appropriate software.

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

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

3.8 Serve as Fire Warden and first responder to emergencies, administering first aid as trained.

3.9 Ensure cleanliness and good condition of the physical environment, including waste management and emergency cleaning tasks.

3.10 Perform minor maintenance tasks and liaise with Estates for specialized assistance as needed.

3.11 Ensure safety during adverse weather conditions through appropriate measures.

4. Room Setup and Support

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

4.2 Implement effective crowd management techniques during events to ensure smooth pedestrian flow.

4.3 Collaborate with University colleagues to deliver consistent service levels.

Qualifications and Skills

Essential:

A1 Demonstrated competencies in a similar role or relevant qualifications.

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

A3 Familiarity with University policies, procedures, and services.

A4 Knowledge of health and safety regulations pertinent to the role.

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

A6 Understanding of safe working practices in a facilities context.

Desirable:

B1 Knowledge of quality standards in Facilities Management.

B2 Valid driving license.

B3 Understanding of CoSHH Risk Assessments.

Skills

C1 Ability to effectively plan and organize work schedules.

C2 Proactive and flexible work approach.

C3 Self-motivated with strong time management skills.

C4 Proficient in IT, including MS Office and fault reporting systems.

C5 Excellent customer service skills.

C6 Awareness of manual handling practices.

C7 Attention to detail.

C8 Commitment to personal development through training.

C9 Initiative in problem-solving with minimal supervision.

C10 Team-oriented with the ability to support colleagues during transitions.

C11 Strong people management skills, capable of motivating and directing a team.

C12 Ability to lead by example with a positive and flexible attitude.

Experience

Essential:

E1 Proven experience in delivering customer-focused facilities services.

E2 Proficiency in using AV and Lecture Theatre equipment.

E3 Familiarity with university systems and procedures.

E4 Knowledge of health and safety legislation.

E5 Experience in quality monitoring and operational standards.

E6 Experience in training and supporting team members.

Desirable:

F1 Experience in transporting goods within a work environment.

F2 Previous supervisory experience.

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 member of the University of Glasgow, you will be part of an inclusive community that values ambition, excellence, integrity, and curiosity.

Expect a welcoming organizational culture that nurtures your talents and celebrates success.

Enjoy a flexible approach to work.

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