Job Description

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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.

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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.