Facilities Assistant

Summary

We are the public body that looks after England’s historic environment. We champion historic places, helping people understand, value and care for them.

Historic England have a fantastic opportunity for you to join us as our Facilities Assistant. We are looking for someone who is passionate about facilities, customer service and ensuring the successful running of the London office.

In this role you will ensure day-to-day facilities management services are delivered on site and that facilities are safe, clean, well-stocked, suitably maintained, well presented and comfortable at all times.

As a Facilities Assistant you will act as the first point of contact for colleagues, tenants and visitors on site. You will monitor performance standards of key contractors and proactively resolve issues for colleagues and escalate problems appropriately.

What you will be doing

Facilities Management

Conduct regular daily checks to ensure space are clean, safe, secure, well presented, and fully stocked, taking corrective action when required.

Carry out reception and switchboard duties.

Ensure meeting room bookings are administered efficiently and that rooms are neat, tidy and equipped as requested.

Sort and distribute incoming post, frank outgoing post and arrange couriers.

Proactively identify and report any maintenance issues to the relevant party (tenant, colleague or contractor) and liaise closely with any affected colleagues.

Oversee planned maintenance, ensuring it is carried out safely in accordance with risk assessments and method statements (RAMS) received in advance of any works.

Following security protocol, issue security passes and keys to authorised colleagues, visitors and contractors.

Carry out site inductions for new colleagues, tenants and contractors.

Monitor how space is being used and make suggestions as to how it could be improved to best support colleagues.

Ensure FM activities are conducted in such a way as to limit our negative impact on the environment.

Ensure the CAFM system contains the most accurate and recent information relating to planned preventative maintenance (PPM) and live work orders.

Health & Safety

Conduct routine safety checks using the AssessNet portal.

Record office-based accidents and incidents on AssessNet, assisting with any investigations and remedial actions.

Contribute to the completion of risk assessments, highlighting any significant changes to site or work activities.

Work closely with the Facilities Manager to ensure the Emergency Response Plan (ERP) and Business Continuity Plan (BCP) are fully embedded across site.

Fulfil the role of first aider and incident warden.

Monitor and arrange training for colleagues to ensure that there are enough qualified first aiders and incident wardens on site.

Act as Deputy Incident Warden for site in the event of an emergency.

Communications

Ensure that all communications (verbal, written) representing the FM department are accurate, concise and relevant to the audience – clear in voice.

Liaise effectively with onsite stakeholders including colleagues, tenants, contractors, the Responsible Person, etc.

Work closely with all other members of the FM team to share information and good practice.

Communicate openly with other HE departments, keeping abreast of key departmental or organisational developments and find ways to work more effectively together.

Ensure procedure manuals for FM services on site are accurate and up-to-date.

Participate in departmental meetings and represent any site issues as appropriate.

Customer Service

Champion the facilities management department by providing excellent customer service at all times.

Ensure a consistent approach to facilities management is applied.

Respond quickly and fully to reasonable requests from colleagues.

Budgets and Contracts

Set up purchase orders on the finance system as requested.

Contribute to any tendering activities ensuring HE policies are correctly followed

Investigate costs and obtain quotes for ad hoc equipment, services and furniture as required.

Monitor the performance contractors to ensure standards are met.

Record and administer any internal recharges.

Who we are looking for

Worked in customer facing role, likes working with people

Good at problem solving, learning from mistakes

Good communication skills, verbal and written

An awareness of Health & Safety, willingness to train as First Aider and Fire warden

Likes to work as part of a team, doing different and various roles

We are an equal opportunity employer which values diversity and inclusion. If you have a disability or neurodiversity, we would be happy to discuss reasonable adjustments to the job with you. Having just won the Gold Award from MIND, we also recognise the importance of a healthy work-life balance.

Historic England want all of our candidates to shine in the recruitment process. Please tell us what we can do to make sure you can show us your very best self. You can contact us by email at recruitmentTeam@Historicengland.org.uk if you have any recruitment queries.

To ensure a fair and inclusive recruitment process for everyone the use of AI or automated tools is not permitted.

Interview dates: 25th July 2024 - London, in person

Please follow the link for a full copy of the Job Description –

https://historicengland.org.uk/media/iuxh451w/facilities-assistant-london.odt