Job Brief Job Description and Person Specification ...



UNISONJob Brief: Facilities SupervisorIntroductionOVERALL SUMMARY & JOB BRIEFThe role of the Facilities Supervisor is to assist the Facilities Manager (Grade 3) to provide and supervise National Office facilities services at the UNISON Centre and to the wider estate, which includes 47 flats and an adjoining retail unit.The post holder line manages, directs and supervises the day to day activities of two Receptionist / Meeting Co-ordinators (Grade 8), and Security Supervior (Grade 8) and, in his absence, the three security staff (Grade 9) as required, and co-ordinates the room bookings, hospitality and events services for the building. The post holder provides Facilities services including the facilities helpdesk; directing site based and visiting specialist contractors eg engineers, building maintenance,catering and cleaning contractors to ensure required works are carried out; directing work to the wider estate occupied by housing organisations; dealing and re-directing housing tenants and instructing managing housing agent accordingly;project management of small scale Facilities projects eg office layout changes, redesignation of use of space, plant and equipment replacement, insurance repairs.The postholder will carry out health and safety processes including regular health and safety inspections and risk asessments; pre-contract induction of contractors; fire evacuation drills and personal evacuation plans; supervision and direction of lift evacuations; provision of training to fire marshalls.There is also a range of facilities based administrative activities and systems which need to be kept up to date. There is a requirement to work flexibily on occassions to direct and supervise proceedings at occasional evening and weekend events. UNISONFacilities Supervisor12 months Fixed Term Contract(subject to one months notice)Systems Management SectionRef: ORD/132TJOB DESCRIPTIONGrade:6Hours: 35 per weekLocationUNISON CentreReports to:National Office Facilities Manager (Level 3)To supervise and prioritise the work of two Receptionist / Meeting Co-ordinators (Grade8) and Security Supervisor (Grade 8). To co-ordinate the room bookings, hospitatlity and events services function for the building.Provide a Facilities Helpdesk function, book-in contractors and log and monitor activities to satisfactory completionInstruct both site-based and visiting contractors on engineering and building works requiredDirection of estate wide maintenance and cleaning works (housing and building society adjoining). Dealing with tenant enquiries and re-directing accordingly.Instructing the managing housing agent.Project management of small scale projects, including floor moves,re-locations,plant and equipment replacement, re-instatement worksCarry out Health and Safety inspections, inductions, checking and agreeing pre-work method statements, building and lift evacuations, advise staff and contractors accordinglyCost re-charging and invoicing of organisations which use building for events and meetingsBudget and financial monitoringEnsure housing service charge income received and accounted forIssue purchase orders and check and validate invoices in line with contract termsTo purchase small items up to ?2,500 using Unison purchasing card and verify work completed satisfactorilyTo develop and manage facilities administration systems including O & M (Building System) manuals, staffing absence and training recordsTo co-ordinate insurance claims, re-instatement works and refunds from insurersTo ensure adequacy and renewal of operating licences eg alcohol, music and performance licencesTo liase with staff on all matters relating to the Facilities helpdesk including scheduling of weekend works, production of regular advice bulletins of works pending and projectsUNISONFacilities Supervisor12 months Fixed Term Contract(subject to one months notice)Systems Management SectionRef: ORD/132TPERSON SPECIFICATIONUNISON is an equal opportunities employer, committed to providing equal opportunities regardless of race, marital status, gender, sexuality, disablement or age. This Person Specification is designed to help members of Interviewing Panels judge the qualities of interviewees in a systematic and consistent way and in accordance with UNISON’s equal opportunity policy. It is given to all job applicants for information.Assessment codeA – Application formPl – Panel interviewHeadingSelection criteriaAssessment1. Thinking and KnowledgeAbility to instruct, supervise and co-ordinate the work of in-house cleaning and janitorial staff, receptionists, on-site engineers and visiting maintenance engineers and contractorsAbility to plan and manage external events Knowledge of building management systems Project manage minor office moves and improvementsCarry out regular health and safety inspections and complete risk assessments as required by Facilities ManagerAbility to operate and maintain accurate record and information systemsAbility to compile and evaluate financial information including budgets, recharges, estimates, fuel and utilities usage, insurance claim cost monitoring and reconciliationAbility to contribute to the development of the serviceA PIA PlA PlAPlA PlAPlA PlA Pl2. Interpersonal and CommunicationAbility to supervise and develop in-house cleaning and janitorial staff, receptionists and security supervisorDeal with customer requirements Provide Health and Safety and building process inductions for staff and all contractors Evaluating building user needs eg when co-ordinating office Use information and communications technology especially Microsoft Ofice suite,Sharepoint, PDF writersDealing with, and responding to complaints from Ability to communicate effectively in writing and verballyA PlA PlA PlA PlA PlA PIA PI3. Initiative and IndependenceAbility to manage and prioritise work under pressure, particularly competing requests for repairs and service improvementsAbility to coordinate teams of staff and contractors supporting events, directing them to meet requirementsAbility to deputise for the Facilities Manager as required and ensure the continuity of the use of the premises in emergency situations Instruct agents and building support services to respond to priority issuesA PIA PlA PlA Pl4. Staff ManagementAbility to direct, manage and develop staff and monitor and review performanceA PI5. Resource ManagementAbility to order work up to ?2,500 without higher authorisationDraft out annual budgets for maintenance, catering and other building costs and servicesPrepare quotations for externally booked events, agree price and invoices third parties for services provided A PIA PlA Pl6. Physical Skills (with DDA modification where necessary)Keyboard skillsSome lifting and moving of light equipmentA PIA Pl7. General KnowledgeKnowledge of the requirements of the needs of people with disabilitiesKnowledge and experience of health and safety good practice and legislationKnowledge of ICT packages including Microsoft Office suite. Commitment to and understanding of equal mitment to and understanding of UNISON’s aims and values and the trade union movement.A PIA PIA PIA PlA PlOTHER INFORMATIONPlease submit three copies of your completed application pleted application forms should be received by Mary Toussaint, UNISON, 130 Euston Road, London, NW1 2AY by no later than Friday 05 September 2014 . It is proposed to hold interviews on 18 September 2014. ................
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