Job Description

Job Title:

Estates Coordinator

Location:

Lakeland Arts (Windermere Jetty Museum | Abbot Hall | Blackwell | Lakeland Museum)

Reporting to:

Head of Operations

Direct reports:

Estates Assistant

Purpose and Key Objectives

Lakeland Arts is part of the Cumbria Museum Consortium, a National Portfolio Organisation funded by Arts Council England. For more information about Lakeland Arts, visit: www.lakelandarts.org.uk.

The role is responsible for the maintenance and upkeep of Lakeland Arts' properties, car parks, and surrounding land. It provides both technical and practical support across a range of maintenance activities, working closely with other departments to maintain a safe environment for staff and deliver an exceptional experience for visitors.

The postholder will use their skills in building maintenance, oversee contractor work, and collaborate with the Estates Assistant and volunteers to ensure the effective delivery of building and facilities operations. The Estates team operates with flexibility across three venues, tackling new challenges each week while keeping planned maintenance on track.

The successful candidate will be a collaborative and proactive individual with proven experience in buildings, services and facilities maintenance. They will thrive in a busy, hands-on environment, managing a variety of tasks, systems and equipment. They will be committed to supporting teams to ensure Lakeland Arts venues are presented to the best of their abilities.

Key Responsibilities

Estate Management

Oversee all planned maintenance services, reactive repairs and general upkeep of buildings and grounds, including the scheduling of closure period maintenance and upgrade works. Supervise contractors and coordinate with internal departments.

Ensure day-to-day safety and security of staff, visitors and contractors across all Lakeland Arts sites, as part of the operations team.

Log repairs reported by staff and visitors and ensure they are dealt with in a timely manner.

Work with curatorial teams to ensure properties are cared for in accordance with conservation and heritage standards

Manage records of all maintenance work undertaken and completed, including fire safety folders at each venue.

Work with Duty Managers to ensure weekly compliance checks for health, safety, fire, security and emergencies are completed. Helping to resolve any difficulties or issues raised.

Collaborate with Visitor Experience and Commercial teams (Catering, Retail, Business Support and Events) to ensure our venues are safe, tidy and clean for visitors, staff and volunteers. While also providing an enjoyable visitor experience.

Source materials and tools required for maintenance, repairs and upgrade works. Ensuring that sufficient spares are available and kept in good condition.

Support tendering for supplies and services and gathering information for fundraising bids

Work to reduce the environmental impact of Lakeland Arts' properties

Support Visitor Experience, Events, Marketing and other teams in the setting up and clearing down of events, signage updates, decorations and other installations.

Advise the Head of Operations on all issues connected with ongoing safety, reliability or security of Lakeland Arts properties, its plant, substances and equipment. Including significant failures which may impact visitors and staff comfort or have substantial financial repercussions.

Be a keyholder for all venues, contribute to emergency plans and preemptive or reactive actions when they may need to be enacted.

Grounds Maintenance

Work with the external landscaping, trees and gardening contractors to ensure that all grounds and gardens are properly maintained and safe for public use, including car parks, pay and display machines and electric charging points. This work may include actively taking part and overseeing small groups of volunteers.

Regularly review and maintain a tree survey of Lakeland Arts properties, implementing necessary maintenance measures

Contracts Management

Support the finance team by providing regular meter readings

Work closely with the car park management contractor to quickly resolve problems. Update back office systems with car registrations and manage the supply of permits issued

Team Management

Manage the Estates Assistant, conducting annual reviews, ensuring appropriate training, accreditation and development opportunities are in place.

Ensure that the estates team provides excellent customer service to staff, visitors and contractors

Co-ordinate small teams of volunteers in grounds maintenance and other appropriate project work.

Health & Safety

Ensure all aspects of building maintenance are carried out competently and safely within the requirements of the Lakeland Arts Health and Safety Policy

Work to develop, implement and comply with health and safety procedures

Conduct regular checks, review monthly fire safety checks and complete six monthly fire drills. Acting to make improvements and ensure that compliance is achieved.

Collaborate with the Health and Safety Group and Leadership Team to maintain a robust health and safety culture.

Maintain the register of portable electrical equipment and undertake routine PAT testing

Maintain the Estates Team COSHH itinerary and assessments at each venue

Work on estates task related risk assessments and arrange H&S training

ICT

With the Head of Operations, manage ICT hardware and ensure all systems operate effectively

Support with ICT updates, moving equipment and handling basic ICT issues

Security

Ensure access system data is cleared of old users and create new key cards when necessary

Check CCTV systems following security concerns

Support Head of Operations with key management and issuing alarm codes

Health and Safety

The post holder is required to carry out duties in accordance with Lakeland Arts' Health and Safety policies and procedures.

Diversity

The post holder must work in a fair and reasonable manner towards all people, ensuring service standards are maintained for all cultures.

Additional Requirements

This is a part-time role (30 hours per week). The post holder may occasionally need to work weekends, or bank holidays to address urgent maintenance issues. Flexibility and a commitment to ensuring the estate runs smoothly are essential.

Person Specification

Essential Qualifications and Experience

Experience in facilities management, building maintenance and/or IT management

Basic understanding of health and safety regulations

Experience of managing budgets, ensuring cost effective resource allocation

Experience of working with contractors on planned maintenance and repair work

Desirable Qualifications and Experience

Pat testing certificate

First Aid at work certificate

Health & Safety training

Experience of working with volunteers

Experience of energy efficient systems

Skills and Abilities

Excellent problem-solving and troubleshooting skills

Clear and effective communication skills, both verbal and written

Proficient in using Microsoft Office (Word, Excel, Outlook)

A team player who maintains professionalism under pressure and is solutions focused

Personal Attributes

A proactive, hands-on approach with flexible attitude

Highly organised with strong attention to detail

Motivated, disciplined and methodical

Commitment to Equal Opportunities, Diversity, and exceptional customer service

Commitment to creating a safe, inclusive and welcoming environment for all

Terms and Conditions

Salary:

28,000 per annum FTE

Contract:

Part time, permanent

Working Hours:

30 hours per week (spread over 4 or 5 days), with flexibility for movement in cases of emergency. As Lakeland Arts is a seven-day-a-week operation these days need not necessarily be taken between Monday and Friday, in agreement with the Head of Operations

Location:

Hybrid working across all venues

Benefits:

Pension scheme, staff discounts, professional development opportunities

Job Types: Part-time, Permanent

Pay: Up to 28,000.00 per year

Benefits:

Company pension Employee discount On-site parking Store discount Work from home
Work Location: In person