This is an exciting opportunity to enhance your buildings and facilities maintenance experience in a key at a leading Business School. As an important member of the WBS Facilities Team, reporting directly to the Facilities Co-ordinator, you will help support the WBS strategy and vision by delivering and promoting the maintenance of high-quality infrastructure and facilities. This involves a combination of operational facilities maintenance and administrative tasks, so may be best suited to applicants with experience in both areas.
This is a busy in a fast-paced environment. You will need to be proactive, positive, self-motivated and enthusiastic, with a real can-do approach to work. Please be aware that this includes a physical element which will entail, for example, the moving of furniture and materials around and between buildings.Please also be aware that this occasionally calls for flexibility of start and finish times to cover preparation for events and teaching activities
Duties and responsibilities
Day to Day Responsibilities:
To support the Facilities Coordinator and the Buildings & Facilities Manager (BFM) in the following main areas.
* Managing internal WBS systems for handling post, parcels, courier and recorded mail, handling deliveries and collections between WBS and other University departments, and liaising with University colleagues where necessary.
* With the rest of the Facilities Team and in collaboration with WBS eSolutions, ensuring that facilities provided for building users are presented in an appropriately usable state. This will include, but not be limited to:
- Supporting the physical arrangement of rooms and furniture for School activities such as teaching, large events, student induction events, meetings, exams and exam boards;
- Coordination of furniture and equipment moves within the WBS buildings;
- Managing the disposal of confidential and other paper-based waste;
- Managing the procedure for the weekly display of timetable information for teaching rooms;
- Processing adhoc room and parking booking requests using the School’s room booking system and training colleagues on the system;
- Coordinating requests for office equipment such as telephones, storage etc;
- Ensuring the daily security (e.g. windows, doors, lockers, access systems) of public and teaching areas and reporting any security incidents or problems as appropriate;
- Regular, structured, recorded building tours to identifying potential Health & Safety or security hazards and other risks, and reporting repairs to be carried out by the Estates department.
- Managing the security of staff group postal lockers and keeping accurate and confidential records of locker codes and contents. Coordinating the termly check of student and communal area lockers, clearing out left over items and storing for the required time before disposal. Communicating appropriately to keep students and staff informed about locker clearances.
Facilities Maintenance and Health and Safety
* Maintenance of the School’s store areas, making arrangements for deliveries and collections (e.g. of furniture) with University colleagues.
* Completing regular Health and Safety inspections in line with University guidance, raising these with the Facilities Coordinator, and the Assistant Registrar where necessary, and coordinating repairs with Estates as appropriate.
* Liaising with University Estates colleagues regarding planned and reactive maintenance, building works and projects.
* Coordinating additional ad-hoc cleaning as required.
* Work with other University departments and Conference areas to provide advice, logistical support and coordination in setting rooms up.
General Duties
* Front-of-house duties at WBS main reception and secondary reception areas
* Supporting the WBS Catering Service provision as required
* Raising Purchase Orders to order items and place catering orders.
Skills and experience
1. Educated to grade A-C at GCSE level or equivalent.
2. Experience of working effectively as part of a small, busy team with growing responsibilities and also independently as required.
3. Competence in Microsoft Office software including Microsoft Excel, Outlook (email and calendars), Word and preferably experience of using databases or an online helpdesk.
4. Outstanding written and oral interpersonal and communication skills, ability to communicate accurately and effectively with your manager and team, and to prepare clear concise information.
5. Ability to provide high-quality operational, logistical and physical support for the Reception and Facilities infrastructure.
6. Demonstrable ability to organise a busy workload, to prioritise and re-prioritise independently, and to meet competing deadlines.
7. Demonstrable accuracy and attention to detail while working under pressure.
8. Highly developed customer services and interpersonal skills with experience of delivering excellent customer service in a diplomatic, friendly and professional manner.
9. The ability to anticipate issues and problems and to propose practical solutions.
10. Ability to learn new skills and flexibility to adapt to new ways of working and appropriate additional duties as required and agreed with line manager.
Location
Central Campus, WBS and WBS Teaching Centre