Facilities Assistant

Job Purpose The post holder will work as part of the Facilities team to provide a range of facilities services within an allocated zone. As a member of the zone team the post holder will personally deliver a front line professional, customer focused, compliant facilities and emergency cleaning service including building compliance checks, rooms are set up, marshalling, audio visual (AV) set up support, mail delivery, building patrols, odd jobs, demonstrating teamwork, high levels of productivity and quality of services to assist in the service's ambition of becoming the best Facilities Services operation in the University sector. Main Duties and Responsibilities Customer Service

• Deliver friendly, customer-focused, proactive support to all users of the building. Be visible, maintaining a high profile with customers and staff and personally taking action to resolve issues and deliver an excellent customer experience.
• Promote a positive image of the University at all times by personally living the values, maintaining a clean and tidy appearance, wearing protective clothing/workwear as issued.
• Delivering a full range of support across all activity, including directional information about the building, providing access to services for users of the buildings and as and when required providing reception and information pop ups and services.
• Support the use of Audio Visual and Lecture Theatre Video Linking equipment; to include general instruction to research, teaching and support staff and first line practical support.
• Maintaining effective two way communication with colleagues which may involve using two-way radios in some zones.

Porterage/Setup

• Monitor room booking timetable to undertaking room set ups, including the moving of furniture and equipment in accordance with specifications and plans.
• Use supportive marshalling techniques with pedestrian flow for students and visitors entering and leaving rooms, turnstiles and buildings.
• Setting and re-setting of rooms for functions and events, prepare designated rooms for exams, including oversight and management of delivery and receipt of exam papers and relevant script books.
• Working as a team to support University business, events and graduations to ensure they run smoothly and efficiently.
• To deliver, receive and redistribute stores, stationery, mail, parcels and other goods across the zone. Complete and hold accurate records of incoming goods as per requirements.
• Deliver all support in cooperation with Reach Out teams and other University colleagues operating within the zone buildings to ensure seamless and consistent service levels.

Maintenance, H&S Compliance and Security

• Locking and unlocking of premises, in accordance with the Key & Access Control Management policy at all times ensuring the uplift and return of building keys, operation of burglar alarms, as necessary.
• Following training act as Fire Warden/Evacuation chair operator to ensure the safe evacuation of University buildings.
• First responder to all emergencies including administering first aid following first aid training.
• Proactive fault and maintenance reporting to the Estates and Buildings and IT helpdesk. And monitor them through to completion.
• Physical environment – keeping the zone buildings clean and in good condition Empty waste and recycling receptacles based on usage throughout the day, and transfer waste to the designated disposal points. Commitment to Health and Safety and to the Don’t Walk By approach.
• Assist in the coordination of contractors on-site, by following the contractor's policy and ensuring the day-to-day work of the building is not disrupted; working closely with the estates department to raise any concerns.

Occasional Duties

• Undertake periodic compliance checks of buildings to ensure a safe working environment for customers/students, including routine fire safety checks, routine lighting inspections 3 June 2021 and PAT testing, etc. Complete and hold accurate records of checks including using relevant computer systems and software packages.
• To assist on an occasional basis with general and emergency cleaning internally and externally, restocking of consumable items in toilets, removal of graffiti, body fluid spillages, accidental spillages, and ensure buildings and surrounding areas are kept safe. Picking up litter, sharps removal etc.
• Following appropriate training, attend to small building maintenance odd jobs including paint touch ups, hanging of noticeboards or toilet roll holders and low-level light bulb replacement.
• Regularly review the Building Manual and highlight areas in need of updating due to changes in the building or process and policy changes. Update sections as directed by the line manager or the Facilities Manager.
• Ensure buildings and surroundings of the zone are kept safe in bad weather by carrying out gritting and snow clearing of main paths and car park areas.

Knowledge, Qualifications, Skills and Experience Knowledge /Qualifications Essential: A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 4 in English and Mathematics (National 4) or equivalent, and some experience of working in a similar role. A2 Good knowledge and understanding of facilities services including building access control systems and Audio Visual (AV) set up support. A3 Knowledge of the University, policies and procedures, systems and geography, along with a working knowledge and understanding of services provided through University Services. A4 Understanding of relevant health and safety policies and procedures relative to the role, including manual handling, fire safety and security to ensure you can work safely and respond appropriately to support emergency evacuations. Desirable: B1 Knowledge and understanding of the quality outputs and standards required in an integrated facilities services/cleaning role. B2 A valid clean driving licence. B3 Knowledge of Control of Substances Hazardous to Health (CoSHH) (training will be provided). Skills Essential: C1 A proactive, flexible and enthusiastic approach to work. C2 Excellent written and oral communication skills to communicate effectively with students, staff and visitors in a courteous and diplomatic manner. C3 Self-motivated, able to manage time effectively with ability to work effectively as part of a team and also unsupervised. C4 IT skills, to include MS Office and Outlook to support the on-line fault reporting system and accurately record compliance checks. C5 Customer care skills. C6 Manual Handling awareness. C7 Accuracy and attention to detail. C8 Willingness to develop and enhance own skills and knowledge by participating in training to acquire additional skills and broaden knowledge. Desirable: D1 First Aid skills (training will be provided). D2 Evacuation Chair (training will be provided). D3 Active interest in the range of services provided across the wider University including developing own skills to support the provision of an integrated service. Experience Essential: E1 Experience providing good front line customer focused facilities service to a range of customers and visitors. E2 Experience and proficiency in the use of Audio Visual and Lecture Theatre Video Linking equipment. E3 Experience of systems and procedures that apply to University buildings with some experience of working within wider University systems and procedures or from within a comparable complex organisation. E4 Experience health and safety legislation within a working environment and responding to emergency alarms. Desirable: F1 Some experience of driving vehicles to support the transportation of goods and equipment within a work environment. Terms and Conditions Salary will be on Grade 3, £21,400 - £22,197 per annum. This post is full time (35 hours p/w) and fixed-term to 3 November 2023. Shifts are Monday to Friday 07.30 – 15.30. New entrants to the University will be required to serve a probationary period of 6 months. The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme. As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity. As a valued member of our team, you can expect: 1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared. 2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/ , benefits and discount packages. 3 A flexible approach to working. 4 A commitment to support your health and wellbeing https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/. We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/. We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University. We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.