facilities coordinator}

Full time, permanent position.

This an exciting opportunity to join a leading Business School at a world-class university and to enhance your facilities management experience in a key role. The successful candidate will, under the line management of the Buildings and Facilities Manager, lead the WBS Facilities Team to deliver on the WBS strategy and vision by ensuring the provision of an efficient and effective facilities service. The postholder will ensure that WBS facilities and estate provide a safe and welcoming environment for all building users, and one that is conducive to the pursuit of sector-leading teaching, learning and research. In order to do so, the postholder will ensure WBS operations are in line with all relevant Health and Safety (and associated) legislation, and conforms to expected standards in its operations.

You will be self-motivated, methodical, proactive and enthusiastic, preferably with experience of facilities maintenance and of managing a small team. You will be able to demonstrate:

strong, sensitive and professional interpersonal skills, with an emphasis on effective, diplomatic communication;
the ability to efficiently organise a varied administrative and operational workload and meet competing deadlines;
experience of successfully promoting and delivering excellent customer service in a friendly and professional manner;
collaborative team working skills and experience of successfully managing a small team, with responsibility for pro-active resolution of issues within their remit;
a common sense approach, linked with the ability to anticipate issues and problems and to proactively propose and deliver operationally effective solutions whilst remaining sympathetic to strategy and vision;
accuracy and attention to detail;
strong IT skills with recent and regular use of MS packages: particularly Outlook and Excel.

You will have a relevant and recent facilities or maintenance qualification, undergraduate degree or equivalent, or have demonstrable equivalent experience relevant to the role (recent experience in facilities management in an administrative environment, preferably, but not essentially, gained in the higher education sector). Experience of implementing health and safety policy, and handling risk assessments will be advantageous.

Working five days over seven, the anticipated working pattern will be Monday to Friday. You will be required occasionally to provide operational cover for events during evenings and weekends.

Job Description

JOB PURPOSE

The post holder will be responsible for leading the WBS Facilities Team towards ensuring that the School’s facilities and physical environment support the WBS strategic vision to be Europe’s leading university-based Business School. The post holder will manage the infrastructure and facilities of the School, whilst working closely with the WBS Buildings & Facilities Manager to support forward planning to ensure adequate facilities exist within the School to accommodate its diverse operations, and holds operational responsibility for management of the c.20,000m2 of space allocated to WBS on campus at the University of Warwick.

The post holder will work closely with the WBS Buildings & Facilities Manager to ensure that a professional and high quality front-of-house service is provided to internal and external visitors. This will include liaising with Estates Office colleagues to ensure that maintenance and facilities projects are undertaken in a timely manner, to a high standard and are delivered in line with relevant regulations.

Working five days over seven, the anticipated working pattern in the initial stages will be Monday to Friday, however the post holder may be required to supervise weekend and evening facilities shifts in the longer term, and may occasionally provide operational cover for events which will require occasional evening and weekend working.

DUTIES & RESPONSIBILITIES

1. Staff Management

To provide management of the WBS Facilities Assistants and Catering Assistant ensuring that customers have a positive experience of the WBS Facilities Team and to ensure the delivery of a high quality student and staff facilities support within the School. This will include: providing direct line management; efficient management of workload planning and priority setting, supervision and monitoring; and HR related activities such as recruitment, appraisal and development.

To ensure that appropriate training, equipment and tools are available to enable the Facilities Assistants to complete necessary tasks. To manage the team such that work is consistently completed to the highest standards.

2. Maintenance of the School’s facilities and physical environment

To manage, through constant, pro-active and effective monitoring of buildings, the School’s facilities and physical infrastructure to maintain the high standards that support the WBS Strategy. This will include identifying faults and leading on arrangements for planned, reactive and proactive maintenance works, and managing minor facilities projects, across the School, working with the WBS Facilities Team and University Estates colleagues to raise building maintenance issues, to monitor progress against timelines and agreed standards and to escalate resulting issues and problems as appropriate.

To manage, coordinate and respond to the School’s facilities helpdesk reporting system and the School’s ad-hoc room booking system, including regular review to ensure that items are promptly actioned, that outstanding items are addressed and that operational and office systems that support this area remain effective and fit-for purpose.

To manage the internal coordination of confidential waste disposal, water flushing records, and management of minor projects, managed by the University’s Estates team, through to completion, including managing sensitive and timely communications with stakeholders, monitoring quality, progress and budget expenditure.

To manage processes for, and communication about, planned and ad-hoc maintenance works, ensuring that all affected parties are kept appraised of the extent of works, that the scheduling of such works is undertaken so as not to impede the School's operations and that concerns about quality of work undertaken are addressed in a timely and diplomatic manner

To liaise in an advisory capacity with the WBS London Operations Director, providing support and guidance on facilities matters ensuring that facilities-related communications between colleagues at the London base and at WBS on campus are efficiently managed and coordinated.

To co-ordinate School-wide consultation exercises on facilities related projects as appropriate, attend working parties to represent School interests relating to facilities, and to provide advice relating to facilities management. To lead, develop and support WBS building user forums.

To manage practical, facilities-specific matters related to: fire safety; health, safety and well-being; and accessibility for buildings users and keeping abreast of regulation changes. To make recommendations for improvements in collaboration with local and central Health & Safety colleagues as necessary. To lead, advise on, and complete and maintain, risk assessments and related documentation across the School’s physical spaces and operations.

3. Space Management and Planning

To work closely with the WBS Buildings & Facilities Manager on the implementation and maintenance of the School's space management policy and procedures (internal allocation of space). This will include: project managing the coordination of single and cascading office moves; maintaining clear and up-to-date records of space allocations and space usage; and regular reviews of such procedures in order to achieve best use of space in line with strategic departmental priorities and University guidelines.

To lead on initial recommendations and subsequent planning for structural projects and decorative plans for offices, teaching rooms and public areas in all WBS buildings and spaces, including initial assessment of the work required, advice on office layouts, furniture and equipment, and management of resulting projects. To proactively manage WBS furniture stock and related assets.

To co-ordinate and conduct ad-hoc teaching room utilisation audits (room surveys), interpret outcomes, and advise the WBS Buildings & Facilities Manager. To work collaboratively with University colleagues in relation to University-led space utilisation surveys.

To work with the Data & Technology Integrator to support the maintenance and currency of the WBS teaching timetable in relation to facilities and rooms, to identify room requirements that are difficult to satisfy within existing accommodation and to propose solutions.

To consult with users of the School's facilities to measure satisfaction/ improvement opportunities.

4. Front-of-house services

To manage the Facilities Team to provide a professional, courteous, effective and efficient post and portering front-of-house service for the School for maintenance and Estates-related functions, and for events, working with the WBS Buildings & Facilities Manager to coordinate post and portering services with main reception, and contributing to rota cover for annual leave/sickness.

To ensure that enquiries both in person and through email/ telephone, are dealt with quickly, diplomatically and appropriately and to identify opportunities for improvements.

5. Keys and Security

To have lead responsibility for management of WBS key stock, storage and security. To work closely with the WBS eSolutions team to manage the allocation and recording of door access codes.

To maintain, in collaboration with Security Services, the security of WBS premises, working with the WBS Facilities Team and University colleagues to maintain, adopt and embed effective building security principles and advising colleagues according to appropriate security procedures.

6. General

To be responsible for the development and maintenance of recorded office systems and Standard Operating Procedures (SOPs) for the facilities area and to review current processes within the Facilities Team to ensure effectiveness and efficiency.

To proactively seek opportunities for process and environment improvement and to make clear, structured recommendations to the WBS Buildings & Facilities Manager.

Any other duties as allocated by the WBS Buildings & Facilities Manager, the Assistant Registrar (Operations and Planning) and the Director of Academic Services.

facilities coordinator

UNIVERSITY OF WARWICK

POINTS BASED SYSTEM (PBS) VISA CALCULATOR