Facilities Assistant

Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Facilities Assistant for an initial 3 – month contract with potential to extend on a rate of £12.60 hour PAYE.
This role will be based on-site.

Responsibilities:

To provide the full range of facilities operational support activities

All Facilities Assistants may be expected to carry out some or all of the undernoted tasks at some point:

Provide a security presence at the front desk, monitoring users, and ensuring the policies are adhered to.

Respond to everyday enquiries, for example location of rooms, referring to others (e.g. Helpdesk) as necessary

Distribute stationery and other supplies, moving of books, shelving, furniture and equipment within and around Main building

Participate in the recycling of materials, collection and disposal of recyclable materials

Accompany contractors in secure areas whilst in Main building

Prepare rooms for meetings and seminars, to predefined plans when required.

Basic maintenance tasks, e.g. to trollies, putting up frames for notices, ensuring facilities information notices are current

Erecting and dismantling shelving; moving books, shelving, furniture and other equipment

Undertake headcounts throughout the Main building, recording these counts and exit counts on pre-set Excel spreadsheet

Any other appropriate duties as directed by Line Manager

Receipt and sorting of internal and external mail and courier deliveries, and receipt and sorting of mail from other sites.

Delivery of such mail and packages throughout the building and other local sites.

Collections from locations throughout the building and other local sites.

Sort and frank outgoing mail as required.

Arrange and package to be sent on loan to other sites as requested, this may include international postage/courier.

Acceptance of deliveries of materials, furniture, computers, etc.

Daily manual handling activities are associated with this role in line with the collection/delivery of materials.

Ensure that the master spreadsheet of staff in the bulding is kept up to date. ( i.e. new staff, desk location changes etc)

On a rota basis, distributing books and other items to sites throughout the organisation

Planning of ad-hoc uplifts and deliveries

Receive and sign for deliveries, unpack as required and organise all goods on shelves, marked and labelled appropriately.

Record goods in and out on either on a manual or automated system

Ensure the Store Room is kept clean and tidy and free from obstructions.

Communicate with departments regarding deliveries and collections.

Collect any deliveries from Main Reception when required and deliver to named addressee in a timely manner.

Opening Main building in the mornings, occasional clearing and closing of the building at night

Undertake regular monitoring of floors to ensure safety and wellbeing of building users.

Occasional playback of CCTV footage, in the event of a Security incident

Liaising with Security in the event of any incidents

React and assist in the event of incidents and emergencies e.g. floods, emergency evacuation of buildings, operation of the emergency Evacuation Lift, supervision of emergency exits

Participate as required in compliance activities such as fire drills and fire alarm testing across all sites.

Occasional Reception duties, verifying credentials of student, non-student or staff users. Using Front Office or Thank Q databases to verify student or alumni details. Issue Visitor Badges and Day Passes as appropriate.

Respond to everyday enquiries (e.g. location of photocopiers or toilets).

A rota is in place to ensure cover for routine tasks

Any additional tasks are assigned to the job holder by the Senior Facilities Assistant or Building & Services Managers

The Facilities Assistant on van driving duties is expected to work with limited supervision, planning and organising the scheduling of ad-hoc collections and deliveries.

The Facilities Assistants must ensure that there the Store Room is staffed during office hours as staffing allows. – Ensuring communication is available at all times.

The Facilities Assistant on Mail Room duties is expected to work within the confines of the role, scheduling their time to ensure both incoming and outgoing mail is dealt with in a timely manner.

Identifying and reporting on building faults plus security, health and safety concerns within the systems.

Following the Main Library’s admissions procedures.

Ensuring building users are aware of the policies and procedures

Supporting security personnel and/or emergency services personnel who have been called to an incident by staff

Taking remedial action for routine problems, e.g. cordoning off entrance gates in the event of mechanical failures, bringing any recurring issues to the attention of the Senior Facilities Assistant or Building and Services Manager.

The job holder makes decisions about how to deal with a range of enquiries or problems which arise in their normal delivery of services (e.g. what queries need to be referred to the helpdesk team or BSM)