Deputy Facilities Manager

Job Number

BU04059

School/Department

Facility Operations

Grade

7

Contract Duration

Permanent

Responsible to

Facilities Manager

Overview

The postholder will join the Facilities Operations team which sits within Campus Services.

The Facilities Operations section includes:

• Cleaning services
• Postal services for incoming and outgoing mail
• General Waste Collection and removal service
• Recycling collection and disposal, including the University Warp-it system
• Management of other waste streams
• Litter picking
• Disposal of Confidential Waste
• Management and development of initiatives and processes to encourage waste reduction, increase “re-use” and maximise the waste hierarchy potential as part of the University’s Circular Economy and sustainability commitment.
• Portering
• Room set-ups
• Event support
• Pest control
• Window cleaning
• Fleet management
• Assist in the re-use and redeployment of furniture across the University estate
• Management of storage for the section

The main services are in-house and so there is a significant staff body. Certain specialist services are contracted out. Most University locations are in or just outside of Bangor, but the School of Ocean Sciences is located in Menai Bridge on Anglesey and the College of Medicine and Health has a site at Wrexham.

The postholder will assist the Facilities Manager in:

• overseeing the section’s daily operations
• budget management and planning
• all aspects of staff management
• management of sectional Health & Safety
• planning, development and management of sectional training
• monitoring, measuring and reporting on performance
• developing the Facilities Operation section
• reviewing service delivery and service efficiency
• management of stakeholder expectations and perceptions

Purpose of the Job

• To assist the Facilities Manager on a day-to-day basis and provide cover for that role as required.
• To provide cover for relevant supervisory and team leader roles and to ultimately line manage those roles as required.
• To support the effective management of Facilities Operations services across academic, residential, administrative, and public areas
• To develop a thorough understanding of the operational processes and the challenges and opportunities.
• To work with the Facilities Manager to review all aspects of the Facilities Operations section.
• To develop the team and maximise the efficiency and effectiveness of all service operations.
• To oversee the day-to-day operational activities of the team and assist in ensuring the services are delivered in a safe, compliant and efficient manner and provide an excellent experience for students, staff, and visitors.
• To instruct and oversee contractors engaged by Facilities Operations.
• To ensure a customer-centred approach whilst maintaining budgetary control.

Main Duties and Responsibilities

Operational

• Deputise for the Facilities Manager when required.
• Support the delivery of soft facilities management services across the University estate.
• Provide technical expertise and advice / support for Facilities Operations.
• Manage legislative obligations for all aspects of general (non-scientific) waste including permits, authorisations, storage, handling, transportation and disposal.
• Manage the implementation of University’s waste management strategy.
• Review / develop the section’s operational objectives and service delivery standards.
• Monitor performance and quality standards.
• Input into the development and review of KPIs and service performance data.
• Collect meaningful statistics and collate data, monitor performance and compile reports on progress.
• Supervisor the Facilities Ops team to ensure a consistent service in line with expectations and service level agreements.
• Prepare operational reports as required.
• Instruct and oversee contractors as required.
• Participate in procurement processes and contract management to ensure value for money.
• Monitor and coordinate stock requests and deliveries.
• Manage disposal of goods according to University procedures and the waste hierarchy, including overseeing and monitoring waste transfer notes and carrier licence.
• Work at an operational level as part of the team when the situation demands (including room setups, waste disposal, moving stock, cleaning).

Staffing

• Supervise the Facilities Operations team.
• Promote good practice and influence behaviours/ decision making.
• Plan staff requirements and recruit staff as necessary, including fixed term contract staff, cover staff and casual staff.
• Liaise and collaborate with colleagues to maximise the benefits of cross-working opportunities.
• Assist with the planning, development and delivery of training and maintaining training records.
• Assist with the developments of rotas in an efficient manner to deliver the services and reflect the peaks and troughs of service demand.
• Assist with staff management, ensuring a safe, compliant and productive working environment and an efficient and effective service delivery.
• Incorporate the University’s Well-being goals and sustainable development principles into the section’s operations.
• Undertake sickness absence management.
• Undertake performance management.

Health & Safety

• Support statutory compliance across Facilities Operations.
• Ensure adherence to:
• Health & Safety at Work Act.
• COSHH requirements.
• Fire Safety regulations.
• University policies and procedures.
  
  
• Assist with development, review and relay of risk assessments and safe operating procedures (SOPs).
• Deliver training sessions and inductions.
• Assist with audits, inspections and incident investigations.
• Monitor staff adherence to SOPs, including use of PPE.
• Maintain records.

Finances

• Assist in the planning, monitoring and controlling of Facilities Operations budgets and expenditure.
• Assist with procurement.
• Assist with stock management.
• Assist with invoice payment.

Customer Service and Stakeholder Engagement

• Act as a key point of contact for Facilities Operations.
• Respond to facilities-related issues, queries and service requests in a timely manner.
• Support the delivery of customer-focused services and improvement initiatives.

Other Duties and Responsibilities

• Undertake any other duties commensurate with the post.
• The post holder will be expected to participate in performance review and developmental activities.
• The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.
• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their post.

Person Specification

Qualifications/Training

Essential

• Candidates should be educated to degree standard (or equivalent).
• IOSH Managing Safely (or a willingness to obtain this).

Desirable

• NEBOSHH qualification.
• Train the Trainer qualification.

Experience/Knowledge

• Experience of working in a fast moving facilities management or service delivery role, logistically planning staffing and services.
• Experience of managing a team in an operational environment.
• Experience in developing service standards, risk assessments, safe operating procedures.
• Experience of health and safety requirements in an operational setting.
• Experience of managing a team and delivering services in a customer environment.
• Experience of using technology to remotely manage staff resources and job allocation.
• An understanding of good customer care and quality service.
• Understands the waste hierarchy and is enthusiastic about sustainable practices and waste reduction.

Desirable

• Experience of managing budgets.
• Operational knowledge of the cleaning and best practice.
• Experience of purchasing and stock management.
• Experience of risk management and an understanding of the need for safe working practices.
• Experience of preparing and delivering training sessions, toolbox talks and inductions.

Skills/Abilities

Essential

• Computer literate with good communication skills and strong interpersonal skills with an ability to motivate and enthuse others.
• Logistic skills and a proactive and positive approach to problem solving.
• Strong organisational and time management skills with demonstrable attention to details and an ability to multi-task, meet deadlines and work under pressure.
• The ability to inspire and motivate others.
• Demonstrates the ability to proactively and positively engage with student and staff communities.

Other

Essential

• Full Driving Licence to enable driving University vehicles.
• Physically fit enough to undertake the duties of the role as indicated above.
• Can work flexibly, including some early mornings (6am onwards) with some weekend working at key times, such as Graduation, Open Days, Offer Holder Days and during the Conference season.

Desirable

• The ability to communicate through the medium of Welsh is desirable for this role.

General

We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references.