About
The
Job.
Department of Estates and Facilities Management
Professional Services
Facilities Assistant
About
The
Job.
Pursue the extraordinary
Overview
About the Department
The Department of Estates and Facilities Management (EFM) at the University of Sheffield is responsible
for maintaining the University's buildings, facilities and grounds, managing its property and procuring new
buildings. The Campus Services team is the largest section within EFM and is responsible for
delivering a range of customer facing, facilities management services which include
cleaning, reception, mail deliveries, waste removal and recycling, vehicle hire, event set-ups
and general moving services across the University.
The University’s estate contains a wide and varied range of properties which
understandably present their own challenges. Some such as the Arts Tower are of great
architectural importance and must be preserved as part of our national heritage.
Examples of new facilities on campus include the Sheffield Institute for Translational
Neuroscience (SITraN) which was opened by the Queen in November 2010, the award
winning Information Commons Centre, a £23 million learning centre for students which
opened in 2007 and the Jessops West development which opened in January 2009 creating
academic facilities for several departments.
EFM also includes the significant activities of Transport Services, Parking Services, Campus
and Residences Security Services, Campus Portering and Cleaning.
EFM work with all departments to ensure that our services are of the highest quality and
best value. Our staff will continue to strive for excellence in everything they put their hand
to. The integration of these services does provide a unique opportunity to improve and
build on the firm foundations that have been achieved over many years.
Job Role
As part of the Campus Services team within EFM, the Facilities Assistant is a key role in
supporting the University’s core business of teaching and research by delivering essential
integrated facilities support services to academic faculties and Professional Services
departments to enable the University to achieve its strategic objectives.
As a customer facing role, the Facilities Assistant directly contributes to ensuring the
experience and overall impression of the University by students, staff and visitors is one of
excellence. Key responsibilities of the role include activities which focus on:
Customer services and reception,
Building operations and FM service response
Quality assurance and auditing of services and standards
Health, safety and security.
To be successful in the role, the Facilities Assistant will demonstrate a genuine commitment
to providing a high standard of customer care; an ability to take ownership of problems and
work hard to resolve them, have good communication, team working and problem solving
skills and have a positive, flexible approach to the role. They will also be committed to
personal development and willing to attend training as required.
Job Description
Main Duties and Responsibilities

Respond to face to face, telephone and email enquiries from students, staff, visitors,
contractors and general public, in a polite and courteous manner, ensuring an excellent
service is given. Includes giving directions, taking messages, taking requests for room
changes and logging diary entries.

Proactively respond and take ownership of day to day building operations issues as they
arise and provide a first line FM response to ensure issues are resolved promptly and do
not cause a safety risk or give a negative impression to building users. This will include
liaising with the EFM Helpdesk to investigate customer queries and responding to
unexpected events by, for example, clearing up floods and spillages.

Play an active role in developing risk assessments and method statements for own and
other work activities. With support from the Assistant Facilities Manager, this will
include reviewing existing risk assessments and method statements and bringing any
changes that are required to the attention of the relevant person.

Maintain day to day contact with building occupants throughout own work area and
work with EFM colleagues to improve services and resolve any operational issues in the
work area.

Undertake activities in relation to the safe delivery, collection, signing and record
keeping of internal and external mail, parcels and packages and the internal delivery
and collection to post-points within specific buildings and across campus, at agreed
times. Ensure security of all mail items whilst stored and in transit.

Receive and check deliveries of equipment and consumables from internal and external
suppliers on behalf of building users and colleagues. This will include secure storage and
prompt delivery of items where appropriate.

Undertake activities in relation to changing and moving furniture and equipment layouts
within rooms and across campus, in consultation with the customer, for events such as
meetings, examinations, teaching, conferences, open days, graduation and registration.
This will include carrying out an initial assessment of the task required to ensure safety of
self and others and prevent damage to furniture, equipment and premises.

Prioritise own work and allocate straightforward tasks to/collaborate with other EFM
colleagues as appropriate, in order to maintain the efficient, effective and safe operation
of the building.

Carry out regular checks of equipment, including replenishing consumables, checking of
lights and audio visual equipment, logging and addressing faults and issues where able
to, as well as reporting faults and issues to the appropriate people when required.

Act as point of contact for lost and found property enquiries, ensuring any found items
handed in are stored securely, logged and forwarded to the central point if not returned
to owner.

Collect and dispose of waste in accordance with University policies and guidelines,
ensuring waste is disposed of correctly and does not contravene legislation or University
policy and procedures. This will include general, confidential, recyclable, electrical, glass
and clinical waste.

Arrange the disposal of redundant furniture, equipment and items as requested by
building users or facilities management team.

Undertake general ad hoc housekeeping activities in relation to external and internal
cleanliness for example replenishing toilet consumables, spot cleaning toilet areas,
clearing snow/ice, and removing litter and leaves , to ensure facilities remain to a high
standard of cleanliness throughout the day.

Undertake activities as First Responder to serious incidents in accordance with the
University's Incident Management Plan.

Undertake activities to ensure the health and safety of building users. Such activities will
be building specific, but may include, maintaining first aid supplies and replenishing
consumables, periodic testing of fire alarm systems, daily visual inspection of fire alarm
panel, safety lights and ensuring escape routes remain free of obstacles and combustible
items.

Undertake specific activities in relation to emergency evacuation of the building. This will
include liaising with departmental fire marshals, University safety and security teams and
emergency services.

Carry out regular checks within the buildings and across campus and ensure all
maintenance repairs are reported and followed up.

Keep accurate and up to date records of all visitors and contractors including an
out-of-hours register of building users and check all contractors’ safety paperwork and
activities. Encourage users to sign in/out and bring the register to the attention of
University response staff and/or emergency services in the event of an incident or when
required.

Respond to accidents and near misses and provide first aid in accordance with level of
training.
Ensure all accidents and near misses are reported and recorded in accordance
with University policy.

Assist in the development of standard operational procedures for own work activities
and those of the buildings. To review these as and when required and to ensure that the
relevant line manager is informed of any changes or improvements to the procedures as
and when needed.

Undertake activities in relation to building security. This will include, locking/unlocking
and alarm setting, ensuring specific rooms not in use are locked and regularly patrolling
buildings, checking access points and student, staff, visitor and contractor ID/passes.
Report suspicious activity or persons to the University Emergency Control Room
providing a full description.

Produce monthly reports for the Facilities Manager using a standard template detailing
key operational issues, health & safety and opportunities for service improvements.

Any other activity commensurate with the grade of the post, and the nature of the
building as appropriate.
Person Specification
Applicants should provide evidence in their applications that they meet the following
criteria. We will use a range of selection methods to measure candidates’ abilities in these
areas including reviewing your on-line application, seeking references, inviting shortlisted
candidates to interview and other forms of assessment action relevant to the post.
Criteria
Essential Desirable
Qualifications and experience
1.
NVQ Level 2 qualification or equivalent in Customer Services or
X
Facilities Services.
2.
NVQ Level 2 qualification or equivalent in Occupational Health
X
& Safety.
3.
Qualifications or previous experience in building maintenance.
4.
Experience of providing a high standard of customer care in a
X
X
facilities management or customer service environment.
Communication skills
5.
Ability to engage in two way communication with customers and
X
staff and respond in a professional manner.
6.
Ability to write clear and accurate reports, emails and general
X
messages in a professional style.
7.
Good standard of IT skills, to include, basic navigation of web
X
pages, use of Microsoft Office, as well as the ability to
send/receive emails including attachments and use Google
calendar to set daily work requirements .
8.
Ability to give clear and concise instruction to others.
X
Team working
9.
Ability to work as part of an integrated facilities management
X
team.
Problem solving and decision making
10.
Ability to review work related issues and problems and identify
X
corrective measures, referring to line manager where necessary.
11.
Ability to forward think and take corrective action to prevent
X
problems and issues arising.
Personal effectiveness
12.
Commitment to providing excellent customer services and high
X
standards of internal and external customer care.
13.
Excellent planning and organisational skills.
X
14.
Able to work without close supervision and to tight deadlines,
X
prioritising own work and that of designated staff.
15.
Ability to organise resources, assign tasks and prioritise activities
X
within an overall schedule for self and others.
16.
Have a positive and flexible approach to work and willing to
X
embrace change.
17.
Willing to attend training courses and genuine commitment to
X
continued personal development and self-improvement.
Further Information
There are various positions available as follows:
(A) 20 hours/wk – working 5 x 4hr shifts from 6.00pm – 10.00pm Mon – Fri (2 posts)
Actual salary - £8,832 - £9,819.42 per annum. Potential to progress to £10,391.43
through sustained exceptional contribution.
(B) 25.5 hours/wk – working 5 x 4hr shifts from 6.00pm – 10.00pm Mon – Fri and 5.5
hrs Sat morning.
Actual salary - £12,476.77 - £13,876.30 per annum. Potential to progress to £14,671.48
through sustained exceptional contribution.
We are committed to exploring flexible working opportunities with our staff which benefit
both the individual and the University. Therefore, we would consider flexible delivery of
the roles subject to meeting the business needs of the post. See
www.sheffield.ac.uk/hr/wellbeing/info/wlb.html for more information.
Benefits
Terms and conditions of employment: Will be those for Grade 3 staff.
More details on salaries, terms and conditions and our wide range of benefits for staff are
available at www.sheffield.ac.uk/hr/reward/structures
Closing date:
Informal enquiries:
For all on-line application system queries and support, contact:
e-Recruitment@sheffield.ac.uk .
For informal enquiries about this job and department, contact:
Health assessment:
Please note that due to the duties of this post, the final appointment will be subject to the
completion of a satisfactory health assessment from the University Staff Occupational
Health Service.
Selection-Next Step
Following the closing date, you will be informed by email whether or not you have been
shortlisted to be invited to participate in the next stage of the selection process. Please note
that due to the large number of applications that we receive, it may take up to two working
weeks following the closing date before the recruiting department will be able to contact
you.
It is anticipated that interviews and other selection action will be held on XXX. Full details
will be provided to invited candidates.
The University of Sheffield is committed to achieving excellence through inclusion.
The University of Sheffield is proud to be a Two Ticks employer
www.sheffield.ac.uk/hr/equality/support/twoticks/
Professional Services have achieved the Investors in
People Standard
Pursue the extraordinary