Job Overview

• To support the operational day to day Estates Building Management Team and Estates Operations Workplace Management.

Main Duties

• Main duties of the Building Facilities Assistant consist of but is not limited to;

   

  Building Management & Compliance:

  • Provide comprehensive support for Safety, Environment, Health, and Infrastructure audits, including preparation of documentation, coordination during the audit process, and follow-up on any required actions.
  • Support all aspects of Fire Evacuation Procedures, to ensure compliance with regulations.
  • Maintain and regularly update building Resident Handbook's, ensuring they contain accurate and relevant information for Building Occupants.
  • Develop, maintain, and distribute Building Emergency Arrangement Documentation
  • Organise and coordinate Fire and First Aid sessions as required for specific buildings and maintain accurate records.
  • Ensure all Building Management compliance noticeboards are current and display legally required information.
  • Undertake regular meter readings and submit the required information accurately and on time.
  • Manage the Building Management Store, including maintaining stock inventory, ordering supplies, and ensuring efficient organisation.
  • Oversee reactive job processes, logging requests and ensuring timely completion and resolution.
  • Support the management of building access system as necessary.
  • Prepare and distribute Building Manager Monthly Meeting Minutes, ensuring accurate records of discussions and actions.
  • Develop, implement, and monitor building standards and housekeeping audits

• Facility & Resource Management:

  • Manage building locker allocations and carryout audits for the offsite portfolio.
  • Oversee Key Management, maintaining accurate records of key holders and ensuring security protocols are followed.
  • Manage Leavers Reports for off Site portfolio, ensuring all building-related processes are completed.
  • Act as an Authorised Signatory for HSA related documentation.
  • Manage the ordering of building signage and arrange installation.
  • Procure white goods as required for the building, adhering to budgetary constraints and quality standards.
  • Manage the ordering, maintenance, and inspection of fire extinguishers, ensuring compliance with Safety Regulations.
  • Manage the ordering and distribution of Personal Protective Equipment (PPE) for the estates team.
  • Manage the procurement and distribution of office stationery and supplies.
  • Ensure the ordering and maintenance of Defibrillator batteries and pads for the Estates Portfolio.
  • Act as the IT Demander for IT requests.
  • Manage the Shared Drive (shared network drive) cleanse, access permissions, and overall structure, ensuring efficient data management.
  • Maintain and update the Building Mailing List
  • Manage Conference Rooms within the Estates Portfolio, including bookings, access permissions, restrictions, group management, and regular audits of its condition and resources.
  • Collate occupancy statistics as per Estates Key Performance Indicators (KPIs).

• Project & Improvement Support:

• Provide support for building closure procedures, ensuring all necessary steps are taken in a safe and secure manner.
• Offer support for buildings coming into the Estates portfolio, assisting with integration and familiarisation processes.
• Compile workplace improvements reports, and issue recommendations based on observations and feedback.
• Conduct regular Tambour Storage audits to ensure efficient and safe storage practices.
• Provide support for welfare and workplace improvement initiatives, contributing to a positive and productive environment.

What we are looking for

• Demonstrates an understanding of Facilities Management principles.
• Collaborative team player.
• Proficient in planning and scheduling tasks.
• Shows initiative and confidence in adhering to schedules.
• Possesses strong interpersonal, written, and verbal communication skills.
• Highly organised with excellent prioritisation abilities.
• Experience in delivering effective customer service.
• Motivated and eager to acquire the knowledge necessary for the role.
• Familiarity with or the ability to quickly learn Sellafield Ltd IT systems.
• Proficient with, Microsoft Office Suite (Excel, Word, PowerPoint, Teams).
• Flexible approach to working arrangements to meet project needs.
• Willingness to undertake training to become a certified First Aider and Fire Marshal.