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JOB DESCRIPTION
Job title:
Facilities Assistant
Department/Location: Assets Department
Responsible to: Facilities Manager (Operations)
Responsible for: Site Services Assistants and Post Admin Clerks (HQ Only)
Date: March 2014
JOB PURPOSE
To assist the Facilities Manager (Operations) and Facilities Manager (Customer
Service) to ensure the smooth day to day running of Divisional sites, providing a safe,
comfortable and fit for purpose base for all staff and ensuring that all sites are open
and fully operational at all times.
PRINCIPAL ACCOUNTABILITIES
1.
To take responsibility for supervising the provision of the facilities management
function within a facilities hub on behalf of the Facilities Manager (Operations).
Assisting with the delivery of all aspects of facilities management including the
monitoring the quality of the outsourced cleaning and the management of
vehicle pools. To take part in the on-call rota to cover all premises out of hours
and ensure sites are fully maintained, remain operational whilst understanding
the constraints of ever decreasing budgets.
2.
To assist with planned maintenance programme for sites and properties. To
assist the Facilities Manager (Operations)/Estates team with drawing up
prioritised programmes of work and ensuring works are planned and completed
within timescales, budget and with minimal disruption to operational services.
3.
To manage and control contractors whilst on site, ensuring compliance with
Health & Safety at all times including the management and issue of permits to
work, checking risk assessments and method statements, ensuring compliance
with Force policy in relation to contractors and ensuring that contractor works
are completed to a high standard.
4.
On behalf of the Facilities Manager (Customer Service), ensure that reactive
maintenance repairs are completed in compliance with SLAs, ensure the work
is completed to a high standard and any concerns identified are raised with the
Facilities Manager (Customer Service) at the earliest opportunity to keep
potential risks to a minimum.
5.
Be proactive and conduct regular site inspections: Health & Safety inspections,
risk assessments and identify potential risks or hazards ensuring these are
removed or reduced ensuring health, safety and welfare of staff, contractors
and visitors at all times. Report any serious risks or concerns to the Facilities
Manager (Operations). Ensure that all sites comply with legislative checks and
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ensure site security is optimised and that security systems are regularly
checked and monitored and risks identified and solutions sought.
6.
Lead in the planning, organising, implementation and completion of Project
Implementation Plans (PIPS) and implementation of staff moves, station
closures/openings, liaising with IS and all involved in the changes in order to
meet operational requirements with minimal disruption. Provide advice and
support to wider Assets department to ensure best use of accommodation.
7.
Supervise and monitor building projects, ensuring response to reactive and
planned maintenance works ensuring issues are attended to promptly and
efficiently by in-house staff or external contractors ensuring that essential
services are maintained at all times.
8.
Monitor on behalf of the Facilities Manager (Operations), delegated budgets for
the relevant sites including use of corporate term contracts where provided and
obtaining competitive quotes from approved suppliers and contractors in
accordance with Force Financial Regulations. Supervise the placing of orders,
deliveries and authorise payment of invoices for goods and services on site
providing regular information to the Facilities Manager (Operations) in respect
of relevant budgets.
9.
Take responsibility for the management of fire safety including the development
and implementation of Fire/Emergency Evacuation procedures and Fire Risk
Assessments for relevant sites. Provision, maintenance and training of staff in
the use of fire fighting equipment, organising fire drills, regular testing of fire
alarms and emergency lights. Assist with consultation with the Fire Service and
Heads of Departments to ensure that arrangements for fire safety and
emergency evacuation are appropriate and comply with current regulations.
10. To participate in the Force PDR process and take responsibility for identifying
your own professional and career development needs.
11. To undertake regular appraisals of your staff in accordance with the Force
Performance Development Review process and take responsibility for helping
to address their professional and career development needs.
DIMENSIONS
Financial:
The post holder is responsible for monitoring revenue budgets on behalf of the
Facilities Manager (Operations), including reporting overspends and under-spends
and offering advice and guidance on procurement. The post holder is responsible for
obtaining quotes in line with Force Financial Regulations, reducing costs and
ensuring that a value for money service is provided and maintained.
Staff:
The post holder will have direct line management responsibility for Site Services
Assistants and Post Admin Clerks (HQ only).
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Sphere of activity:

The Facilities Management function will be managed from four management
hubs across the Force area with responsibility for Force buildings and sites
within that area. Staff will be allocated to one of these hubs and be based in
an appropriate location within the hub area.

The post holder will interface with a wide range of internal and external
customers and with a total FM background, the post holder will need to have
excellent customer focused skills and be used to meeting strict KPI and SLA
targets.

The post holder will, in agreement with the Facilities Manager (Operations)
provide advice, guidance, direction, explanation and interpretation on a wide
range of FM matters to safeguard the organisation and ensure compliance
with Force policy and procedures.

The post holder will be expected to make decisions and assist in the
implementation of these policies and procedures at all times and be required
to handle and resolve situations of potential conflict with internal and external
customers who are in potential contravention of the requirements, reporting
serious breaches to the Facilities Manager (Operations).
Other:

The Force estate comprises of a number of operational bases.
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ORGANISATIONAL/DEPARTMENTAL CHART
Vehic
le
Servi
ces
VehicManaClerica
le ger l
Assista
Servi
nt
ces
(Vehicl
Assist
e
Service
ant x2
s) x2
1x
City, 1
x
County
Oper
ation
s
Man
Faciliti
ageres
Depart
mental
Suppo
rt
Assist
Faciliti
ant es
Manag
er
(Operat
Faciliti
ions)
es
Hea
d of
Ass
ets
Trainee
Enviro
nmenta
l
Officer
Manag
er
(Custo
Clerica
mer
l
Service
Assista
Assista
s)
nt
nt
(ServicPost/A x4 Site
e Desk) dmin
Service
x 6 Clerk
s
Assista
x 4.4
nt
x 17
Esta
tes
Man
Train
Buildi
ee ager ng
Buildi
ng
Surve
yor
Surve
yor
Mainte
nance
Survey
or
x2
Estate
s
Assist
ant
ACCOUNTABILITY
Prepared by Tim Wendels, Head of Estates & Facilities________________ (Post)
Signature
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T. Wendels___________________________
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Date March, 2014
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NOTTINGHAMSHIRE POLICE
PERSON SPECIFICATION
Job Title: Facilities Assistant
Department/Location: Assets Department
Date: March, 2014
CRITERIA
METHOD OF
ASSESSMENT
KNOWLEDGE AND EXPERIENCE
Must have supervisory experience in facilities management
within a multi-site organisation.
Application
Form/Interview
Practical experience and proven ability in the supervision and
management of staff.
Application
Form/Interview
Experience of meeting deadlines and working under pressure.
Application
Form/Interview
Practical experience in the accurate maintenance of records.
Application
Form/Interview
Proven experience of budget control, administration.
Application
Form/Interview
Experience and proficient in use of Word, Excel and Outlook
Application
Form/Interview/Test
Good working knowledge and excellent understanding of
health and safety with experience in the management of health
and safety in a professional capacity.
Application
Form/Interview
Knowledge of fire safety procedures and regulations.
Application
Form/Interview
Experience and knowledge in the implementation of security
systems for a multi site organisation.
Application
Form/Interview
SKILLS AND ABILITIES
Good interpersonal skills with the ability to be diplomatic and
tactful.
Application
Form/Interview
Be able to collate, analyse and present data and information
efficiently, accurately and methodically..
Application
Form/Interview
Ability to provide excellent customer service ensuring that the
Application
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Form/Interview
Ability to make appropriate decisions in relation to the level of
response required to deal with emergency call outs.
Application
Form/Interview
Ability to prioritise workloads utilising all human and material
resources to ensure that objectives are met.
Application
Form/Interview
A high level of communication skills both verbally and in writing
as the post holder will be required to attend meetings, produce
written reports and engage with customers at all levels.
Application
Form/Interview
Must be willing to adopt a hands on approach and be practical
in their ability to assist when required in the delivery of the FM
service.
Application
Form/Interview
EDUCATION/QUALIFICATION
Good standard of English and Maths: GCSE Level C or
equivalent qualification.
Application
Form/Interview
Hold or be willing to work towards an Institution of
Occupational Safety and Health (IOSH) qualification in
Facilities Management
Application
Form/Interview
OTHER
Able to demonstrate a personal commitment to equality,
diversity and inclusion in line with force values
Application
Form/Interview
An understanding and commitment to continuous professional
development including keeping your facilities management
knowledge up to date
Application
Form/Interview
Must be flexible to working hours to meet deadlines, and
ensure that sites remain fully operational
Application
Form/Interview
A willingness and ability to travel to different locations within
the Force
Application
Form/Interview
ACCOUNTABILITY
Prepared by Tim Wendels, Head of Estates & Facilities _________________ (Post)
Signature T.Wendels___________________________________ Date March, 2014
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