Facilities Officer

Job Introduction
**Job Introduction**:
As a Facilities Officer, you will be welcomed into a dynamic and inclusive Finance and Corporate Services team who are primarily responsible for everyday delivery of Facilities Management services including security and health & safety to ensure that the regional office facility runs effectively, securely and safely.

The role also undertakes some other Finance and Corporate Resources Directorate (F&CRD) support including: HR admin support, some IT support and other ad hoc F&CRD support as required. Alongside the Facilities Co-ordinator and other posts, this post will provide a regional presence and support service delivery on behalf of the F&CRD in a regional office.

The role is tasked with day to delivery of a range of services and contacts including maintenance, cleaning, office equipment, catering and other contracts. This will involve supervising a range of external contractors including engineers and dealing with staff at all levels verbally and in writing, exercising persuasion and influencing skills with assertion, sometimes dealing with challenging situations.

The role will also include the recording of building defects, maintenance register/schedules of engineering visits and statutory servicing.

The role undertakes a range of other administrative tasks as required by the Facilities Co-ordinator.

We'll assess you against these **_Executive Officer (EO) _**Level behaviours during the selection process:

- **_ Working Together_**:

- **_ Managing a Quality Service_**:

- **_ Delivering at Pace_**

This vacancy is using Success Profiles, to find out more, please click here.

Throughout the recruitment process we will also assess your experience, Strengths, and Values.

Anticipated assessment and interview dates are estimated to take place in May 2025.

Main Responsibilities
- Deputise for the Facilities Co-ordinator in his/her/their absence. This will include:

- Taking overall responsibility for the delivery of Facilities Management (FM) services
- Prioritising day to day FM work activities
- Ensuring all FM Helpdesk calls are processed satisfactorily
- Dealing with incidents as and when they occur. ie. loss of power/gas, leaks etc. These may require occasional out of hours working.
- Overseeing the management of contractors and works on site
- Respond to out of hours incidents if required
- Provide staff cover to other IOPC offices during periods of short staffing. This may involve frequent travel and/or overnight stays away from home.
- Resolve day to day problems and issues relating to office/facilities management; equipment and supplies; IT support and Security matters. Troubleshoot equipment failures and supplier difficulties. Supervise contractors. Undertake routine H&S assessments and rectify everyday hazards, advising staff in relation to health and safety matters. Act as first point of contact for staff, visitors and suppliers in relation to all FM issues.
- Co-ordinate post and courier services in the region, training others in relation to safety procedures and booking arrangements. Advise others on the best method of despatch and packing.
- Co-ordinate changes to staff and visitor access, issuing and altering permissions on security passes and providing access reports and internal audits as appropriate in line with security requirements and security policy.
- Visitor and Reception Management - including the provision of refreshments and meeting room facilitation.
- Maintain details of key holders and alarm system including details of security breaches and actions, working closely with colleagues in other offices as required. This will include occasionally responding to out of hours incidents.

Note: Some out of hours working and manual handling will be required

Please refer to the Job Description for full role responsibilities.

**Essential**
- Experience of working in a busy office
- Evidence of complex problem-solving abilities in a busy environment
- Excellent knowledge of Microsoft Office; Word, PowerPoint, Excel
- Experience in working with different service providers and contractors
- Experience in dealing with visitors and internal/external parties at all levels
- Familiarity with online booking systems
- Flexible approach and ability to travel where necessary between IOPC offices

**Desirable**
- Experience of Facilities Management and Health & Safety responsibilities
- Qualifications relating to either of the above
- Good typing speeds and accuracy

We are committed to providing equal opportunities for all applicants and creating an inclusive environment where diverse perspectives are valued and supported.

The role requires clearance to**_ SC level._**

**Reasonable Adjustments**:
The IOPC is a diverse and inclusive workplace, and we want to help you demonstrate your full potential whatever type of assessment is used. We are open to providing you with the tools you need to succeed. Whilst this list is not exhaustive, please see potenti