Facilities Technician Supervisor

Facilities Technician Supervisor
James Gillespie's High School

Salary- £29,173 - £33,287 
Hours: 36 hours per week, 52 weeks per year, Monday to Friday 

The range of duties undertaken is likely to include the following: 

Staff Supervision and Work Co-ordination 

-Supervise the day-to-day activities of Facilities Technicians, including the co-ordination and allocation of work duties, apportioning workloads and rotas as agreed with the Locality Hub Team Leader and in the event of sickness or absence to provide appropriate cover Induct,
- Train, supervise and carry out personal development plans, performance reviews and return to work interviews 
-  Ensure services are provided in accordance with appropriate management systems and carry out monitoring inspections to ensure the standard of repairs and other tasks undertaken by direct reports comply with agreed standards 
- Relevant to the role, ensure that equipment and machines are maintained and serviced by contractors in line with manufacturer's recommendations. 
- Equipment and furniture and fitting maintenance 
- Ensure equipment and furniture maintenance services are delivered to standard, undertaking minor maintenance and repairs to equipment in accordance with good practice and procedures or checking repairs carried out by Facilities Technicians 
- Undertaking general porterage duties, including moving furniture for the setting up of rooms and halls for events, performances, exams, meetings 
- Monitoring and recording all FF&E including the condition of repair of equipment and fixed furniture items as well as reporting serious faults to the Helpdesk and relevant personnel 
- The list of above duties is not exhaustive, and the post-holder will undertake any other duties arising and reasonably pertaining to the post. 
- Building maintenance and services 
- Ensuring the prescribed procedures in the event of or to prevent fire, flooding, accidents or damage are followed 
- Undertake or arrange for small work requests and day to day minor maintenance and repairs in accordance with best practice and building maintenance procedures. This can include maintenance of wooden floor surfaces, tasks of a DIY nature, removal of, or painting over, graffiti, hanging of blinds, shelves or pin boards, maintaining and decorating doors, windows, woodwork and walls and/or checking / assisting with repair tasks 
- Ensure that all jobs and tasks, including emergency callouts, comply with Council policies and procedures and ensure effective management and monitoring of sub-contractors visiting sites 
- Ensuring that required temperature levels are maintained throughout the premises in accordance with the Council's energy conservation arrangements. 
- Monitoring the condition of heating plant, notifying the appropriate staff member of the need to effect repairs and undertaking routine maintenance. At some locations, cleaning associated convector systems in accordance with established procedures. Monitoring fuel stocks and ordering supplies as necessary, ensuring that adequate fuel is available always. Keeping the boiler-house clear at all times and undertaking frost protection measures as necessary. 
- Periodically checking the lighting system throughout the building ensuring that internal and external areas are adequately lit and replacing lighting materials and fuses where possible in accordance with established guidelines, e.g. Electricity at Work Regulations. Making sure that all unnecessary lighting is extinguished when the building is closed. 
- Liaising with outside contractors and service partner ensuring that the Team Leader is informed of all work being undertaken and chasing up of work and signing of necessary work orders in consultation with line management when required 
- Where the establishment has a swimming pool, undertake tests and maintenance in accordance with relevant guidance 
- Security and safety of premises and grounds
- Locking and unlocking of buildings and setting/un-setting security systems at prescribed times securing the building at the close of their shift (e.g. walk round, check doors/gates/windows are closed). This should not infer wider security tasks such as out of hours' emergency/ security incidents. 
-Ensuring further that premises and grounds are secured always, changing locks and getting keys cut when required and by using appropriate closed-circuit television (CCTV) equipment and radio communications devices 
- In accordance with established procedures, contacting the appropriate authorities, inspecting for damage and theft, effecting temporary repairs and, where necessary, liaising with contractors/emergency services on site as relevant 
-Undertaking regular testing of fire alarm systems throughout the establishment and reporting accordingly to the designated officer. Also, working closely with staff responsible for fire drill procedures in normal school hours and during evening/weekend/ holiday opening hours. 
- Inform appropriate member of staff as and when security or safety risks arise and taking appropriate actions when it is deemed safe to do so 
- Conduct daily, weekly and monthly security inspections/sweeps, reporting faults/concerns to the Helpdesk 
- Grounds maintenance / Cleaning and Tidying 
- Inspect for effects of vandalism, broken glass inside and outside the building and where glass or other detritus is identified, corrective action or removal as required as well as ensuring that any graffiti is removed/concealed as soon as possible and reported to management 
- Keeping pathways and driveways, hardcore play areas and drainage areas, in a clean and tidy order, collecting and removing litter from these areas 
- In the event of snow and frost, the clearing of pedestrian access within the school precincts, applying rock salt on paths, outside steps, driveways, and playgrounds in adverse weather conditions, ensuring all emergency egress routes / doors are clear of ice and snow from the project facility 
- Ensure a timely response to reactive cleaning requests including body spillages, and Sharps removals 
- Undertake or arrange for the clearing and/or cleaning of external areas, including litter picking, sweeping, clearing drains and external door glasses 
- As and when necessary or essential, assist or arrange for assistance of the cleaning team in cleaning of areas 

Supervision and Management of People 

(12 – 18 staff) 

The post holder will have 12 to 18 direct reports comprising Facilities Technicians. The post will carry full management responsibilities including: 

• carrying out appraisals/annual conversations as determined by CEC policy

• dealing with sickness absence and related procedures such as return-to-work meetings

• first level disciplinary investigations

• approval of holiday requests and recruitment. 

The post holder will be required to periodically manage visiting contractors and liaise with other member of the facilities management staff. 

Creativity and Innovation

The post holder will be required to work both under direction and be self-motivated with the ability to work on their own initiative. While most works will be undertaken through a planned or responsive service (based on defined response times) there will be a requirement to prioritise both their own and other staff members work. 

Contacts and Relationships 

The post holder will be required to manage their direct reports ensuring compliance with work schedules and specifications through general management and quality control including task sign-off. The post will involve liaison with council/other staff and incidental contact with the general public as well as management of a team of staff and their interactions with staff, contractors and the public. A high degree of customer care and behavioural standards are required. 

Decisions (Discretion) 

The post holder will be required to prioritise both their own and that of other staff members and interpret specification requirements to ensure that agreed specifications are met and the appropriate service levels are delivered. 

Decisions (Consequences) 

The post holder will be required to manage their staff to deliver to the specification requirements and to cooperate with performance measurement so that the overall agreed standards are met. 

Resources 

The operative will be responsible for the operation of a Council vehicle, maintenance tools and cleaning equipment and the use of materials, cleaning products and consumables. 

Environment – Work Demands 

The post holder will require to follow an agreed rostering and work schedule including mobility between sites supervised primarily on a planned basis. A degree of flexibility during this deployment will be required to account for prevailing conditions and /or should unforeseen circumstances arise such as issues with access; equipment malfunctions; unexpected work/volume of work or other difficulties. 

The post holder will be required to be fully mobile covering management tasks as well as reactive attendance. 

It is expected that the ratio of actual operations to supervisory tasks will be around 40:60 

Environment – Physical 

The post will require normal physical demands for a janitorial operative including, but not limited to, operation of manual and powered maintenance tools and cleaning equipment. The role will require heavy lifting, brushing and general cleaning tasks. 

Environment – Working conditions 

Although the post may be exposed to some adverse working conditions these will be predominantly within the range of normal caretaking-based activities. The job may require contact with body spillages, chemical products, construction materials and may require work in an area requiring PPE - all works are to be carried out to agreed method statements and risk assessments. 

Environment – Work Context 

The post will have the requirement to take care in relation to a normal working environment, work activities and dealing with people both with respect to occupied and unoccupied buildings. Normal health and safety/customer care processes will be required to be followed. 

Knowledge and Skills 

The post holder will require awareness of the use of cleaning equipment and techniques and an understanding of safe working practices. The post will require a good standard of communications particularly in signage and giving guidance or instructions. 

The post holder will be required to have experience in a Caretaking role with a good level of maintenance / DIY skills. 

A full driving licence is required. 

Health and Safety 

The Council must abide by relevant health & safety and employment law, as well as the common law duty of care. All members of staff are required take care for their personal health and safety and that of others who may be affected by their actions or inactions. You are therefore required to carry out your duties in a safe manner in accordance with instructions and in compliance with safety rules/procedures, regulations and codes of practice. You are required to advise your line manager if you become aware of any unsafe practice or condition or if you have any other safety concerns and should comply with accident and near-miss reporting procedures. 

If you supervise, manage or lead other staff, you are also responsible for ensuring that the Council's operations are carried out in such a way that ensures, so far as is reasonably practicable, the health, safety and welfare of those staff and that of any others who may be affected. You will therefore conduct relevant risk assessments and assign duties with appropriate instructions, in compliance with safety rules/procedures, regulations and codes of practice. You will address and/or escalate any issues of any unsafe practice, condition or any other safety concerns you identify or that are brought to your attention, taking appropriate advice as necessary and will ensure that accident and near-miss reporting procedures are understood and complied with. 

This post is regulated work with children and/or protected adults under the Protection of Vulnerable Groups (Scotland) Act 2007. The preferred candidate will be required to join the PVG Scheme or undergo a PVG Scheme update check.  Where an individual has spent a continuous period of 3 months or more out with the UK in the last 5 years, an Overseas Criminal Record Check will be required. You will be required to provide this check. An unconditional offer of employment and commencement in the post will be subject to the outcome of both these pre-employment checks being deemed satisfactory.

We're committed to creating a workplace culture where all our people feel valued, included and able to be their best at work, and we recognise the benefits that a diverse workforce with different values, beliefs, experience, and backgrounds brings to us as an organisation.

As part of our goal to improve our organisational culture and create a great place to work together for the people of Edinburgh, we want to make sure that we're bringing the best people into our roles, not just in their skills and experience but also in their approach to work.

To help achieve this, we're changing the way we interview and assess candidates by moving from a competency-based interview approach to a behavioural and technical (skills for the job) based approach. This new way of interviewing will allow us to assess how you think and how you would bring Our Behaviours of Respect, Integrity and Flexibility into your ways of working.

You can find out more on Our Behaviours web page Our Behaviours – The City of Edinburgh Council

Our salary range typically reflects the initial starting salary and annually increases until it reaches the top of the range.

Happy to talk flexible working.

Follow us on Twitter at @edincounciljobs

View Facilities Technician Supervisor Job Description
 

Qualifications, training & professional membership    

• Good standard of written and oral communication - Essential
• Basic knowledge of Health & Safety management in an operational maintenance environment -Essential
• Full driving licence - Essential

The successful candidate will demonstrate evidence of the following experience, knowledge, skills and understanding.  Evidence will be sought for selection purposes. 

Maintenance Management

• Ability to manage and deploy maintenance personnel - Essential
• High level of general maintenance and handyman skills and experience with a variety of tools and equipment - Essential
• Experience and an understanding of stock control, consumables and spares processes within a maintenance environment. - Essential
• Experience of completing maintenance quality checks (work and documentation) 

Partnership and Engagement 

• Experience of working within a Caretaking/small works team to deliver shared results - Essential       

Communication and Presentational skills

• Demonstrates good written and verbal communication skills in order to be able to communicate with colleagues and clients in a clear manner. - Essential

General

• Self motivated with the ability to carry out duties with minimal supervision and the ability to work under pressure. - Essential
• Ability to co-ordinate a range of duties and meet deadlines. - Essential
• Ability to remain calm and respond positively to challenging situations and difficulties. - Essential
• The ability to be flexible and adaptable in performing tasks which are normally outside the job specification but considered commensurate with the role. - Essential
• The ability to prioritise effectively, managing a busy diary and a varied workload to meet demands and deadlines – multi tasking. – Essential
• Ability to participate fully in the roster system. – Essential

Competencies & Values Framework 

 Applicants will also be measured against the following competencies as per the Competency Level outlined in Our Competency & Values Framework:

Customer focused

• Promotes the importance of quality customer/client services within the team or with services Identifies opportunities to improve the way the team/service delivers customer/client services Ensures teams/services correctly identify customer/client needs and provide satisfactory solutions 
• Support frontline services to implement service improvements 
• Monitors quality of service 

Works Effectively with others

• Treats team members fairly and equally, recognises and demonstrates appreciation of their contribution 
• Identifies with and has a shared commitment to achieving team objectives 
• Shares knowledge and information with others
• Thanks others for their contribution and efforts
• Fosters good working relationships within teams across the Council 
• Actively seeks others input and values their contributions

Managing change

• Reacts positively to change 
• Is flexible and adapts plans in response to change 
• Prepares and supports team members during periods of change 
• Constructively challenges current thinking and procedures and offers alternative solutions 
• Gains acceptance of necessary changes by communicating their benefits with conviction and enthusiasm

Taking Ownership and Responsibility

• Takes the initiative to start activities or actions 
• Recognises when a decision is needed and commits to act 
• Is proactive, acts quickly to address current issues 
• Seeks feedback and takes appropriate action 
• Takes responsibility for personal development 
• Modifies own behaviour to influence different situations.

Communicating Effectively

Uses positive, appropriate language in all situations 

Communicates clearly and concisely to influence others 

Uses a variety of methods to communicate in the most effective manner 

Creates a positive confident impression 

Uses interpersonal skills to have a positive impact in meetings 

Keeps written messages simple 

Planning and Decision Making

• Regularly monitors progress and takes corrective action to ensure priorities are met
• Gathers information from several readily available sources 
• Considers information objectively to establish logical options and generate solutions 
• Considers options and risks before making a decision