About the role
A new opportunity has arisen for a Site Facilities Officer to join the Site Facilities Team based at New Shire Hall in Alconbury Weald, also for a period at Shire Hall in Cambridge and working at CCC’s sites throughout Cambridgeshire.
We are looking to appoint a committed and self-motivated professional to support the CCC Facilities Management and Property Services team. The successful candidate will be responsible for monitoring the preventative and reactive maintenance cycles, minor repairs, liaising with building contractors and the property helpdesk, security of keys, building checks, overseeing visitor parking, collection and deliveries, working on the set-up of some corporate events and ensuring our buildings are safe, secure, clean, tidy and fit for purpose.
You will need to have some experience of working in a building facilities and customer service environment as part of a busy team. Ideally you will have undertaken some formal training in property and facilities related subjects covering the health and safety of yourself and others.
The successful candidate must be proactive and able to work under their own initiative, as well as contributing to team working. You will be an ambitious and innovative individual who is focussed on providing good customer service, with excellent communication skills to deal with customers and colleagues at all levels. A full driving licence and the ability to work flexibly are essential for this role.
Please note – this position will primarily cover a large element of site visits through Cambridgeshire to carry out essential compliance testing of building systems and condition check audits of those buildings.
Applications close on Friday 31st May 2023
For informal enquiries or a discussion about the job role, please contact the Facilities Manager, Richard Panter on 07584 490239 or by email at: Richard.panter@cambridgeshire.gov.uk or the Site Facilities Manager, Gavin Barber on 07823 553729 or gavin.barber@cambridgeshire.gov.uk
What will you be doing?
Main Accountabilities
Work closely with the Property Services helpdesk and external service providers to ensure timely, appropriate reporting and scheduled works. All remedial repairs to be in accordance with Service Level Agreement contractual requirements, specifications and the Council’s Health and Safety and Quality Controls procedure.
Act as a contact for contractors attending site ensuring they are fully aware of the Council’s attendance procedures and that they will follow full Health and Safety procedures (5Cs) and permits to work are issued where required. Ensure staff on site and building custodians are aware of the activities as appropriate. Ensure keys, access cards and access codes / fobs are signed out and recovered according to procedures, to maintain security of buildings.
Inspect, report on and ensure the key performance indicators are met. Ensure that contracts, Health and Safety standards and other relevant policies are adhered to by external contractors. Report any discrepancies via the Property Services helpdesk. Manage time effectively, when travelling around the County to prioritise tasks appropriately. Develop and build on customer relationships at operational levels with key stakeholders, which include public, service users, and members. And act as a main point of contact. Inspect work and monitor contractors to ensure they adhere to the agreed specifications and method statements.
Ensure effective communication channels are always maintained to provide an efficient customer-focussed service. During regular team meetings, engage fully and suggest any new ideas for service improvement. These can be fed in through the building checks process and stakeholder engagement from site visits. Maintain and record accurate records of meetings and findings as required and make these available to your line manager effectively so they can be enforced.
Be able to monitor, populate and refer to the CAFM and Asset Management system for all building related information such as asset information, O&M manuals, helpdesk related tasks, PPM schedules and reactive works, site plans, condition survey works, capital projects, energy data, carbon footprint. Be able to interrogate the data, amend as appropriate and report back on any discrepancies with regards to scheduled works.
Act as a keyholder contact for sites and where necessary attend sites both within and outside of office hours in emergencies, to support maintenance activities onsite. Liaise and support others within the wider property services, Compliance and Estates teams as well as Facilities Management. Make a conscious effort to ensure effective communication and maintain rapport with others whilst maintaining a positive approach.
Monitor and audit the safety of our corporate buildings and its fabric on a routine basis, ensuring any defects are raised through the property helpdesk so that they can be quickly rectified. Should any repairs be possible while onsite, it will be the responsibility of this team to make these safe. Use the property helpdesk to create new job requests where a situation is encountered when a contractor is required for repairs. Ensure buildings and ancillary equipment are properly maintained. This will include performing basic repair functions, undertaking routine procedures, inspections and building checks.
Maintain and manage the site facilities key system, ensuring all keys signed out by contractors or staff are signed back in. Report any missing keys immediately and attempt to track them down using key logs. Should there be a requirement to resecure a building, manage a lock changing procedure and ensure this is added to the existing regime and communicate as necessary. Be able to take the lead, sometimes at short notice, with the management of our car parks for large-scale events, or committee meetings where a large public gathering is to be expected. Be required to participate in low-level security tasks such as door patrols or queue safety.
Maintain and develop site buildings records including Health and Safety, maintenance manuals, drawings, logbooks, service reports and worksheets. Monitor progress of these contractor works and update the jobs online as and when necessary. Ensure all areas, including offices, corridors, break-out areas, and meeting rooms are clean, tidy and fit for use daily, as part of the scheduled building audits as part of a set plan. Carry out scheduled weekly fire alarm call point testing, documenting results and raising issues as a priority, to ensure we always have fully operational fire and evacuation systems. This will include panic alarms in accessible toilets. In addition, ongoing monitoring of CCTV systems, to ensure the equipment is correctly recording, for the Shire Hall site and an awareness of the data protection legislation around this are required.
Effectively log complaints and problems as they arise. Advise the line manager of any developments, problems or complaints that need to be escalated, quickly, promptly and accurately. Track any trends in complaints or issues and have an effective solution in mind to mitigate reoccurrences, using the site facilities MS Teams area ensuring the wider team has visibility. Work with the wider facilities management team to ensure stationery cupboards around the site are stocked and maintained sufficiently, MFDs toner cartridges are replaced as required, as well as replacing other consumable items as and when required between sites.
Assist the property project team with office moves and changes. Emptying buildings that are surplus to requirements, maintain an inventory of surplus stock that can be repurposed for use at other buildings and assist the organisation with unnecessary FF&E spend. Monitor alerts and alarms on the building management system, adjusting and reacting accordingly. Catalogue and maintain a list of reusable stock items and equipment, as our engineers remove these from buildings and certify them for re-use.
Work towards reducing CCCs carbon footprint by ensuring buildings are correctly operating, such as ensuring set points are correct, lights not left on, heating and cooling systems are running efficiently and in line with the seasonal changes in temperature. Use BMS (building management system) to remotely monitor the operation of buildings and then plan and manage any required visits to sites to follow up on issues reported by these systems. Use the Property Services helpdesk to engage contractor attendance for the resolution of potential energy wasting situations as soon as possible.
Support and work closely with the Chief Executives team and the Member Services team to assist with any civic functions at The New Shire Hall and any regional offices or other sites within the county as required. This will include high profile events such as flag raising ceremonies, open days, events to mark CCC’s connection with the Royal Family and central government and any other event that may include the public or press attendance. In addition, civic duties will cover meeting room set-up and support for full Council meetings at New Shire Hall and any other site if required, sometimes short notice requirements by the Chief Executive or his team. Ensure we have a presence onsite with the detailed knowledge and experience of the buildings’ operation, to support these requests
About you
Qualifications, Knowledge and Experience
Qualifications Required |
Subject |
Essential/ Desirable |
|
5+ GCSE’s (or equivalent) |
To include English, Maths and Science Grade C and above |
Essential |
|
NVQ Level 1 or above |
Building and Maintenance, or equivalent work experience.
|
Desirable |
|
IOSH Managing Safely |
Health & Safety |
Desirable
|
Identify |
Describe |
Essential/Desirable |
|
Knowledge & Experience
|
|
|
|
Working Safely and Sustainably |
Relevant safety legislation and safe working practices applying to themselves and others. Understand relevant legislation, and industry practice in relation to Building fabric and maintenance solutions.
Assist in minimising wastage, promote effective practices and identify where improvements can be made across the estate when completing audits.
|
Essential |
|
Planning & Preparing |
Consulting with staff, customers and contractors and making them aware of any impact work will have on its users and how long it is likely to take. Preparing and undertaking Health and Safety checks and following the procures when identifying measures which need correcting.
Catalogue and maintain a list of reusable stock items and equipment, as our engineers remove these from buildings and certify them for re-use.
|
Essential |
|
Supervision |
Experience of supervising colleagues and contractors in a building / facilities management or similar setting, to ensure that processes and procedures are always followed. Experience of supervising and managing staff/public events where people management is required.
|
Desirable |
|
Contract Management and Compliance |
Awareness of fire safety, fire alarm system testing, fire warden training and the management of evacuation lifts and processes for any meetings held at New Shire Hall, ensuring regular refresher training is undertaken. An oversight of security, cleaning, grounds maintenance and waste management / recycling contracts Knowledge of the operation and data protection requirements for CCTV systems.
|
Essential |
|
Quality Assurance |
Experience of providing quality assurance upon the completion of maintenance reactive tasks by them and others.
|
Desirable |
|
Skills |
|
|
|
Communication |
Able to contribute practical and innovative ideas. Communicate effectively in all manners that are appropriate, logical, well-structured, concise and accurate to all levels and stakeholders.
|
Essential |
|
Working Effectively and Efficiently |
Working reliably and effectively without supervision, to the appropriate specifications, codes of practice and be aware of the needs and concerns of others, especially related to diversity and equality. Solving problems within their own scope of responsibility, by applying technical and behavioural skills and knowledge to define the problem, identify, evaluate and select alternatives and implement solutions. Have a strong view on the CCC carbon footprint and ways we can operate ourselves, our vehicles and our building systems more efficiently to help minimise this.
|
Essential |
|
Accountability and Self Discipline |
Accept and take responsibility for their own work and where possible and if necessary, take accountability for all work performed and work completed under jurisdiction. Self-disciplined and be able to cope with a complex demanding workload and changing priorities by prioritising workload effectively to achieve targets and meet tight deadlines. Ability to work to high standards with emphasis on detail.
|
Essential
|
|
Innovation & Personal Development |
Can contribute to practical and innovative ideas towards the CCC strategic property and asset management agenda. Have a desire to learn from experience, learn from others to promote and improve personal performance.
|
Desirable |
|
Travel |
Ability to travel effectively around the county on Council Business. |
Essential |
|
|
|
|
|
Equality, Diversity and Inclusion (applies to all roles. |
Ability to demonstrate awareness and understanding of equality, diversity and inclusion and how this applies to this role. |
Our benefits
We value our colleagues in Cambridgeshire County Council and have developed a number of benefits:
- Flexible working
- Flexible Bank Holidays
- A comprehensive wellbeing package
- Our Cambs Rewards employee discounts
- A comprehensive pension scheme.
- IDEAL staff equality, diversity and inclusion network.
- Camweb our staff intranet helping to keep you informed
- An employee recognition scheme
About us
Cambridgeshire is a great place to work and live with a diverse population, an urban centre in Cambridge, historic Isle of Ely, Huntingdon and St Ives as well as more rural landscapes.
Our four values are central to our culture, driving everything we do.
We are proud to serve the diverse communities of Cambridgeshire and want our workforce to be reflective of this diversity, which we believe benefits our employees, the organisation and our communities.
Visit our jobs and careers section to find out more about our wide range of learning and development opportunities; apprenticeships; our wellbeing package; staff benefits; our commitment to equality, diversity and Inclusion.
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