Job Title: Soft Facilities and Health & Safety Manager
Department: Steward's Office
Grade: 6
Reports To: The Steward
Location: The Queen's College, Oxford
Main Duties and Responsibilities
Soft Facilities Operations and Planning
* Plan, administer, coordinate and assist with operational tasks to ensure smooth facility management.
* Maintain oversight of tidiness and cleanliness of College grounds and external accommodation areas.
* Understand the College calendar and events schedule to inform annual planning and peak staffing.
* Facilitate and assist with lifting, moving and carrying within the department.
* Assist with supervision of College events and the Triennial Ball.
Administration and Digital Systems
* Manage the Steward's Office inbox and telephone, responding to enquiries and maintaining digital task records.
* Utilise Mercury for meeting room set ups and event bookings.
* Maintain comprehensive digital records across operational areas.
* Record absences for the assistants on People First.
Logistics and Asset Management
* Oversee ordering and delivery of furniture, stationery and domestic supplies, scheduling to minimise disruption.
* Facilitate and assist with meeting room set ups for teaching, events and conferences.
* Manage student storage, including overseas storage, in conjunction with the Lodge, maintaining digital records.
* Coordinate bicycle removals with relevant departments, maintaining records and communications.
* Maintenance Coordination.
* Report maintenance issues via the designated system and monitor progress, chasing unresolved repairs.
Fire, Health and Safety Compliance
* Support Health and Safety compliance and record keeping.
* Assist and support the Steward with the Health & Safety Working Group, its agenda and papers.
* Plan and organise fire alarm testing programmes.
* Assist with fire alarm drills.
* Conduct compliance checks for Fire, Health and Safety standards and report incidents, accidents and near misses.
Staff Supervision
* Brief, supervise and monitor the assistants (soft FM and grounds), tracking tasks and maintaining records.
* Oversee Bar Staff in the Beer Cellar in the Steward's absence.
Flexibility is required during the holidays when the business becomes a 7‑day per week operation and may involve weekend work.
Person Specification
Qualifications / Education
* Essential
o Educated to A-level standard or equivalent experience
o Full UK driving licence
o Fluency and accuracy in written and spoken English
o Good level of numeracy
* Desirable
o IOSH Managing Safely or equivalent
o First Aid at Work (or willingness to obtain)
o Facilities Management or related qualification
Experience
* Essential
o Facilities, estates, or operational support in a multi‑site environment
o Coordinating logistics, room setups, or service delivery
o Supervising or directing operational staff
o Managing competing priorities in time‑sensitive contexts
* Desirable
o Experience in an Oxford College
o Supporting H&S processes and compliance checks
o Working with external contractors or advisors
o Asset management, procurement, or stock control
o Large‑scale event support
Knowledge
* Essential
o Facilities operations and soft FM delivery
o Core H&S and fire safety principles for operational implementation
o Operational planning aligned to service demand
* Desirable
o UK workplace H&S framework (practical level)
o Facilities Management System or booking systems (e.g. Mercury)
o Manual handling standards and safe working practices
Skills
* Essential
o Operational planning, prioritisation, and coordination
o Digital systems and record management
o Clear communication across departments and suppliers
o Problem‑solving in operational environments
o Accurate record keeping and audit awareness
* Desirable
o Data handling and reporting (e.g. Excel)
o Translating guidance into practical procedures
o Event coordination and supplier management
Attributes
* Essential
o Reliable, methodical, detail‑oriented
o Physically capable of manual handling
o Flexible for weekend and peak‑period working
o Proactive, good judgement and escalation awareness
o Able to work independently and deputise for Steward
* Desirable
o Calm under pressure
o Practical, hands‑on approach
o Collaborative working style
o Ownership of presentation and safety standards
Salary and Benefits
Salary: University Grade 6 (£33,951 to £39,906 per annum) depending on qualifications and experience. A discretionary 'Queen's weighting payment' of £3,050 per annum is also provided.
The post is a permanent full‑time position with a 37.5 hour week and includes standard benefits such as pension, gym access, and a university club membership.
Diversity and Equal Opportunity
Queen's College is an equal opportunities employer and a living wage employer. Entry into employment with the College and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.
Applications from underrepresented groups are particularly welcome.
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