Facilities Officer - Part Time 24hrs per week

Summary

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.

Package

What we Offer:

• 27.5 days paid annual leave (increasing with service to 32.5 days)
• Options to carry over, buy or sell annual leave
• Voluntary Health Cash Plan provided by BHSF
• Civil Service pension
• Civil Service maternity leave package
• PAM employee assistance programme
• Access to Civil Service Sports Council (CSSC) membership
• Cycle to work scheme
• Opportunity to enjoy the latest home and electronics in a more affordable way provided by Vivup
• Car Leasing Scheme
• Staff Networks focussed on each of the protected characteristics - run for staff, by staff: Enable Network, Age Network, Welsh Network, Pride and LGBTQ+ Network, Sex and Family Network, Race, Religion and Belief Network
• Learning and development tailored to your role.
• An environment with flexible working options
• A culture encouraging inclusion and diversity

The annual salary is £30,087 pro rata. The pro rata salary you will receive per annum is £19,515.

Working conditions

You will be contracted to work 24 hours per week. In line with our Hybrid Working policy and dependant on business need, you will be able to work 20% of your contractual hours from home with 80% office based. The shifts are as follows:

• Monday 09:00 - 16:30
• Tuesday 09:00 - 12:30
• Wednesday non-working day
• Thursday 09:00 - 16:30
• Friday 09:00 - 16:00

Positive action as detailed in the Equality Act 2010, allows us to use measures designed to help improve equality in the workplace, and create a level playing field for all, whilst still employing everyone based on merit. Our workforce profile data shows that people who identify as black, Asian and minority ethnic are under-represented at the IOPC.

For this role - should we have a situation where multiple candidates have achieved the highest score and one identifies as black, Asian or minority ethnic, by using positive action, we can select that candidate for the role, therefore improving this area of under-representation at the IOPC. We will only use positive action in this way where the highest scoring candidates have all scored equally, at the final assessment stage, and above our required threshold.

Rydym yn croesawu ymgeiswyr i ymgeisio am rolau trwy gyfrwng y Gymraeg fel eu dewis iaith.

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.

Ideal Candidate

The Ideal Candidate:

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 believe that diverse perspectives contribute to a more innovative and dynamic workplace. We actively encourage applications from individuals who are typically under-represented or disadvantaged in society. This includes women, people from ethnically diverse backgrounds, parents and carers, and disabled candidates, including neurodiverse candidates.

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.

Successful candidates will need to undergo Security Check (SC) clearance as a minimum requirement for this appointment. Please note that SC Clearance requires 5 years' continuous residency in the UK.

National security vetting: clearance levels - GOV.UK (www.gov.uk)

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 potential reasonable adjustments below that we can provide:

• Extra time for presentations or interview questions
• Formatting changes such as colours for text or background on written assignments
• Questions presented in writing during interviews

If you require any reasonable adjustments to our recruitment process, please email

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.