Facilities and Transport Officer

1 month ago

Birkenhead, United Kingdom Autism Together Full time

Location: Bromborough, Wirral

Status: Permanent 

Hours: Full time, 37 hours and 30 minutes per week 

Salary per annum: £26,735

 

An exciting opportunity has arisen to join the team of Estates and Facilities as a Facilities & Transport Officer. 

 

Main Purpose of the Post:

  • To be the Facilities & Transport Officer within the Estates & Facilities Directorate that provides the built environment and facilities therein that Autism Together operates services in.
  • To support and work with the Estates & Facilities Manager in respect of the provision of facilities services and transport within Autism Together,
  • To support the Director of Estates & Facilities, Estates & Facilities Manager and the Health & Safety Advisor in respect of administrative duties and to monitor and complete vehicle data and maintain compliance.

Responsible for:

  • To supervise the Pool Attendant and cleaning team falling under the jurisdiction of the E&F Department, in their daily duties and performance.

Relationships:

  • To establish and maintain good relationships with all staff, contractors, suppliers and other external stakeholders.

 

Main Tasks:

 

Estates & Facilities

Due to the nature of the Directorate the post holder will be required to support the Director of Estates and Facilities, the Estates & Facilities Manager and the Health & Safety Advisor in widely varied areas of activity with provision of compliance, facilities and transport services.

 

Facilities: 

  • To oversee and monitor all facilities functions, which includes, but is not limited to cleaning provisions, pest control, waste, utilities and energy management.
  • To oversee the management of the organisations archive system and shredding.
  • To provide liaison and information to appropriate co-ordination within the Client Services (Operations) Directorate in regards to these facilities provisions.
  • To organise the workflow, service dates and ensure suppliers/service providers are meeting their contractual and statutory requirements.
  • To liaise with external contractors, suppliers and service providers.
  • To ensure communication systems are set up and maintained between Heads of Services, Registered Managers and the maintenance team.
  • To act as a focal point for facilities elements and requests.
  • To monitor, develop and report to the Estates & Facilities Manager & Director of Estates & Facilities on key performance indicators.

 

Statutory Compliance:

  • To assist and support the Estates & Facilities Manager in maintaining all records and aspects of statutory compliance within the Estates & Facilities Directorate.
  • To assist and support the Estates & Facilities Manager in tracking and monitoring both external and internal audits and statutory inspections ensuring these are completed, written and submitted with all corrective actions agreed within the mandated timescales.
  • To review and ensure all relevant statutory documentation is adequate and stored accordingly on smartsheets/databases.

 

Transport:

  • To maintain and manage the Driver Information Database and vehicle records including the implementation and maintenance of the new vehicle tracker software
  • Support the MIDAS Driver Training Scheme in conjunction with Training Department.
  • Liaise with external bodies in conjunction with insurance repairs and service.
  • Coordinating the organisations vehicle fleet advising on best use of fuel/fuel economy and arranging serving, maintenance, breakdown and accidental damage provisions.
  • To ensure best value in procurement and maintenance of vehicles
  • Ensure all staff are appropriately assessed and hold the required qualifications with respect of driving vehicles with due regards to good practice in driver risk management
  • Ensure regular inspections of the company’s vehicles are being carried out and arrange serving and maintenance when required
  • Report to and advise the Estates and Facilities Manager/Director of Estates and Facilities on all aspects of concern and developments with respect to transport within the organisation
  • Monitor vehicle trackers and coordinate all insurance, tax and MOTs on the fleet. Produce monthly reports in regard to speeding, fuel and usage of all fleet.
  • Maintain all records in regard to transport and the vehicle fleet list.

 

 

Maintenance:

  • To assist and support the Estates & Facilities Manager with managing and monitoring the facilities request systems (database and software) and to provide liaison and information to appropriate management within the Client Services (Operations) Directorate when required.
  • To assist and support the Estates & Facilities Manager in organising workflow of the Estates & Facilities maintenance team and ensure that employees understand their duties or delegated tasks when required.
  • To log and maintain records of stock, equipment and tools.

 

Telephone Support and Liaison:

The Estates and Facilities Directorate is by definition a mobile part of Autism Together and as such, the post holder will be expected to make and receive telephone calls, process incoming post and emails and liaise with all members of the Directorate, other AT staff and external contacts.

 

Health & Safety and Accident Monitoring:

To support the Estates & Facilities & Health & Safety team in their activities in this area and contribute to the production of Management Information from monitoring systems.

 

Estates & Facilities Paperwork Framework;

To assist in maintaining house/location SharePoint files containing essential and ancillary paperwork/documentation pertaining to the relevant properties.

 

Archiving & Shredding:

To manage, with the Estates & Facilities Manager, the organisations archive system.

 

Insurance:

To support the Director of Estates & Facilities in contact and provision of information to and from insurers (AT or 3rd party) in respect of the submission, administration and resolution of all insurance claims (motor).

 

 

Other:

 

  • To play a part in promoting the aims and objectives of the organisation, so as to increase public awareness and gain support for its work.
  • Where appropriate, to undertake training conducive to personal development.
  • To support any initiatives (organisation-wide or within the Directorate) that promotes good autism awareness practice and person-centred support.
  • To cover elements of the E&F Manager’s role when required, and as directed by the Director of Estates & Facilties or the E&F Manager.

To undertake, following prior consultation, other duties, this may, from time to time, be specified by the Estates & Facilities.

 

As with all posts, a high degree of confidentiality is expected at all times. At no times will the post holder discuss the residents, staff or any other matter connected with Autism Together, outside of the organisation.

 

  • Due to a high volume of applications, we may need to close this vacancy earlier than expected. We encourage interested candidates to apply as soon as possible to be considered.

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