ROYAL BOROUGH OF KINGSTON UPON THAMES
ROLE PROFILE
Unit:
Asset Management
Section:
Facilities Management
Job Title:
Facilities Assistant
Post No:
Indicative
Grade: B/C
RELATIONSHIPS
1.
RESPONSIBLE TO:
2.
Facilities Officer / Mobile Team Supervisor
3.
SUPERVISORY
None
IMPORTANT INTERNAL RELATIONSHIPS
Facilities Manager
All Staff and Members of the Council
4.
IMPORTANT EXTERNAL RELATIONSHIPS
Clients, organisations contractors, members of the public and Courts staff
MAIN PURPOSE OF JOB
Assisting the Facilities Officer / Mobile Team Supervisor in the day to day running of the
Council’s office buildings and outside areas and setting up and assisting with functions
held in the Council’s committee suite.
To provide mobile FM support to specified Council properties as required involving setting
up of meeting rooms; carrying out minor repairs; fault reporting and/or rectification as
required.
To support the Library Service in delivery of Courier and FM support services
Prepared By: ………………………………..
Signature
Agreed By:
………………………………
Signature
Date: .........................................................
Date
………………………………
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MAIN RESPONSIBILITIES/DUTIES OF JOB
Communications
 Seeks, listens to and responds to the views and ideas of staff and customers.
 Encourages and actively engages in positive cross directorate communications and
team working.
 Ensures communication and the sharing of data between internal and external
teams organisations and networks so that more opportunities can be created and
appropriate and timely checks and adjustments made to keep projects and
programmes on track.
Key Tasks
Guildhall Complex and other office locations managed by Corporate Landlord as part
of the Mobile FM Support Team
 To set up the Committee Suite Rooms for functions and events ensuring that
furniture and equipment are laid out in accordance with pre-agreed plans, clearing
Committee Suite after functions, cleaning up spillages and rubbish and resetting for
next event.
 To be in attendance at functions held in the Committee Suite carrying out
stewarding or other duties ensuring that Committee Suite users adhere to hire
regulations, fire and safety procedures.
 To check and clean toilets and other specified areas where necessary during the
course of a shift replenishing toilet paper, soap and towels and emergency cleaning
of any spillages, which may include body fluids.
 To relieve facilities or security personnel in the event of annual leave, sickness, or
other absence, undertaking the full range of duties.
 To undertake small office moves, generally assisting with the moving of furniture
and crates.
 To keep clear, and in a clean and tidy condition, outside entrances to Guildhall
buildings, steps, walls signs, car park areas and around the Guildhall complex
generally.
 To undertake minor maintenance duties in and around the Guildhall buildings.
 To assist with incoming deliveries and, in liaison with the Post and Reprographics
Supervisor, deliver to the relevant department, highlighting any discrepancies to the
Post and Reprographics Supervisor.
 To collect mail from the Post Room and deliver to the mail room store for
collections by Royal Mail at specified times during the day.
 To collect and deliver security sacks, recycling sacks, confidential waste and
recycling waste from departments to store areas.
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 To carry out any other premises or custodial related duties as specified by the
Facilities Officer or Facilities Manager.
 To be aware of current security arrangements and fire evacuation procedures
operating in the Guildhall buildings and to comply with all current instructions and
procedures appertaining to security and health and safety matters.
 To cover shift rosters determined by management which could be altered at any
time to cover for events, annual leave and sickness. Overtime may from time to
time be required. It will be a requirement of the post that the member of staff wears
the Borough uniform where required.
 To undertake any reasonable request as may be required by the Facilities
Management team.
Support to Library Service (where required)
Courier Service
 To undertake regular daily van rounds at least twice a day, more if required, to all
library service points. This will include the delivery and collections of books, post
etc. and also includes the transportation of valuable and expensive items such as
computer equipment, videos, dvd’s, petty cash/vending machine monies and
postage stamps and to be responsible for their safe delivery.
 To support the distribution of new stock to branch libraries generated by the new
LMS system.
 When required deliver stock to neighbouring authorities that are part of the
consortium providing the new LMS system.
 To ensure the all post received via the Council post boxes at libraries is collected
and delivered as quickly as possible.
 To assist with the moving of furniture and equipment such as Marley Haley boards
between sites. To ensure that equipment is set up for public displays, training
sessions
and
hall
events
are
available
to
the
set
timetable.
 To assist at special events, such as Playday, Surbiton Festival, New Malden
Fortnight, theatre productions and income generating events such as the book sale
at Surbiton Library, to ensure that the correct equipment/set up is available.
 To assist with delivery of special initiatives such as Bookstart / Booktime to various
sites across the borough such as preschools, schools and health centres
 To assist with movement of Museum items to and from the Local History Room at
NKC on an adhoc basis and also to courier post to and from the museum and the
Local History Room at NKC twice weekly.
 To cover sickness and leave of other premises team members as and when
required to ensure the service to libraries & the public is not affected
 To drive library vans as required.
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Maintenance and Reporting
 To provide maintenance service covering a variety of tasks on a peripatetic basis to
premises within the Library & Heritage Service remit. Such as the checking of toilet
and hand tissues supplies, and informing the Administration Manager when
suppliers are low, litter clearance and sweeping of car parks and other outside
areas.
 To check on all faults and defects at all premises within Library & Heritage Service
and either undertake any minor repairs or ascertain if a contractor needs to attend.
To meet building contractors on site to allow access and to monitor progress and
report any problems to the Administration Manager.
 To assist with the monitoring of the level of cleanliness in all premises within Library
& Heritage Service and to report any non-compliance to the specification by the
contract cleaning company to the Administration Manager.
 To undertake cleaning duties that are not carried out by the contract cleaning
company such as the cleaning of all fridges, cookers and microwaves.
 To be responsible for reporting graffiti on any surface of a library building; where
possible remove the graffiti or report large amounts to the Administration Manager.
To ensure the removal of racist or obscene graffiti is dealt with immediately in
accordance with RBK guidelines.
 To be responsible for the security of all premises, and check that alarm systems are
functioning correctly. This will include checking that lighting and paving are in good
repair and reporting defects for immediate repair. To repair locks as necessary and
to arrange for new keys to be cut at locksmiths as required.
Administration and Health and Safety
 To be on call at times during the day for any emergencies that may arise and to
deal with such occurrences as floods, damage to premises etc. To make ‘on the
spot’ decisions as to the course of action necessary to remedy any emergency
situation and report to Administration Manager.
 To be responsible for routine maintenance and recording of mileage /safety checks
of the library van and report any faults to the Administration Manager.
 To oversee lettings at halls under the management of Library & Heritage Service as
necessary. Ensuring that hall hirers comply with the conditions of hire of halls with
regard to security and are fully aware of the appropriate fire regulations. Checking
that hall hirers leave the hall in a reasonable condition
 To undertake gardening duties such as the pruning of bushes that are not carried
out by the grounds maintenance contractors, and to ensure that these actions
comply with RBK Health and Safety policies. Also to ensure that any environmental
issues and RBK environmental policy.are complied with.
 To meet regularly with the Administration Manager at admin & premises meetings
to discuss and review any issues or problems.
 The post holder will be required to work weekends and occasional evenings as
necessary
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 To comply with health and safety standards at all times and appropriate regulations
such as COSHH and the RBK Health and Safety policy.
 To be responsible for your own health and safety and be mindful of the health and
safety of other staff and service users.
Performance
 Continually monitors performance against targets and communicates this to others
General
 To develop, update and act on own personal development plan, and be ready to
share learning with others

To work in accordance with RBK‘s Equal Opportunities, Health & Safety, relevant
policies and legislation

Any other duties commensurate with the grade of the post, as may be required
from time to time, including attending meetings outside of normal working hours.
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ROYAL BOROUGH OF KINGSTON UPON THAMES
- an equal opportunities employer
PERSON SPECIFICATION
Directorate: Place & Regeneration
Department: Asset Management
Section:
Facilities Management
Job Title: Facilities Assistant
Indicative
Post No:
Grade: B/C
Qualifications:

Basic level of education.
Experience:

Previous portering experience within a service industry,
hotel, catering, hospital, conference, leisure. (E)

Cleaning experience. (D)

Manual handling. (D)

Minor maintenance (DIY). (D)

Good communication skills, ability to deal with people at all
levels. (E)

To understand written procedures or oral instructions. (E)

To follow weekly work schedules and rotas. (E)

To work without direct supervision. (E)

To understand floor plans and room layout drawings. (E)

To cope with the cleaning of spillages which can be
unpleasant and may involve body fluids. (E)
Ability:
Partnering for Excellence
 Build strong working relationships with people outside of their
team
 Work effectively with representatives of external partner
organisations
Putting the Customer First
 Seek to understand the needs and expectations of internal
and external customers
 Make realistic promises and commitments and delivers on
these
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Being the Best
 Demonstrate a positive attitude and approach to work
 Is flexible and adaptable to changing goals and
circumstances
 Manage time and prioritises work to maximise productivity
and effectiveness
Effective Communications
 Present a positive and professional image of self and RBK
when communicating
 Present ideas and views with confidence and clarity
 Write fluently and succinctly using appropriate style
Working together
 Contribute to a positive team spirit and healthy working
environment
 Appreciate the demands on team colleagues and willingly
provides them with support
 Demonstrate integrity, fairness and a high level of respect
for others
Knowledge of:

Basic Health and Safety. (D)
Other
Requirements:

Must be physically fit, able to set up meeting rooms, heavy
lifting involved. (E)

Having a strong commitment to following our Six Steps to
working as One Council:
1. Recognise the need to continually learn and adapt.
2. We willingly share our knowledge and learning with
others
3. We work collaboratively across teams, services and
partner organisations
4. Looks for ways of improving what we do and how we
do it
5. We are comfortable with new technology and modern
methods of working
6. We are determined to make a difference to the lives
of our customers

Having a strong commitment to following our Six Steps to
delivering our Customer Commitment:

We go out of our way to get it right first time
 We listen, understand and deliver
 We respond positively and politely
 We respect each customer as an individual
 We take responsibility for the customer’s issue or
problem
 We work as a team to deliver the solution
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