Job Description

Property Facilities Manager

Job Title: Facilities Manager
Reports to: Director
External Contacts: Contractors, suppliers, external agencies and authorities.
Salary: circa £33,000 p.a.
Hours of work: 9.00am- 6.00pm 5 Days a week. (Inclusive of 1 hour lunch break)
Weekend work is required based on one day twice a month, also out of hours work during events on a TOIL basis.
Annual Leave: 25 Days p.a. (rising to 28 days p.a. after two years employment) plus public holidays.


Job Purpose

• The Facilities Manager is responsible for assessing and addressing all aspects of maintenance (internal and external aspects of the buildings, services and the hard landscape) across Painshill Park
• Preparation and delivery of a planned maintenance programme
• Liaise with the Director in the preparation of annual budgets and monitor expenditure
• Maintain accurate records of all Maintenance issues and remedial works carried out
• Ensure that all work complies with Health and Safety standards and regulations
• Supervise any staff or volunteers supporting the operations
• Act as the principal Health and Safety Officer covering all departments
• Act as an active team member working alongside existing staff in the delivery of works

Key Responsibilities

• To perform routine preventative measures to ensure that the physical condition of the buildings, services and facilities do not deteriorate.
• Perform routine inspections and maintain inspection records of buildings, plant and equipment.
• Check the maintenance records to see any issues which have been highlighted by staff/service users and make arrangements to assess the work.
• Perform repairs and tasks which are within the area of post holders expertise, this may include but is not limited to: Plumbing, joinery, fixing and fitting utilities machinery, building furniture, flooring and other reasonable duties within your professional capabilities.
• Make arrangements with relevant contractors to perform tasks and repairs which cannot be fulfilled by in-house resources. Prepare specifications and tender documents for maintenance works, assess tenders, quotations, place orders monitor and sign off contracts.
• Take responsibility for liaising with and supervising the contractors when they are on site.
• Use the relevant paperwork to maintain an accurate record of all maintenance tasks completed, including preparation of Health & Safety File.
• Ensure that all repairs and maintenance, including those which have been performed by external contractors, have been thoroughly and accurately documented in the maintenance file relevant to the property the works have been carried out.
• Keep accurate records and relevant documentation, such as invoices, guarantees etc. in the centrally located maintenance files.
• Use and maintain the upkeep of a range of tools. Ensuring the use of tools is safe and any relevant safety features/equipment is used.
• Making arrangements to purchase, order and/or collect equipment and materials related to the works.
• Have a high level of communication with the Director and other department heads to discuss any aspects of work you are completing or need to be completed.
• Carry out risk assessments and method statements where required by the nature of the work.
• Make provision for the proper protection of the works for the safety of the employees, visitors and others.
• Supervise and instruct any member of staff or volunteer allocated to you.
• Prepare cost estimates for works for agreement, source and procure materials and equipment as necessary and agreed.
• With others undertake duties associated with any events undertaken by the Trust at the Directors request. Undertake other reasonable duties within your professional capabilities at the request of the Director.

Health and Safety

• As lead Health and Safety Officer, review any accidents or incidences, liaise with all departments, and conduct Health and Safety meetings
• Undertake Fire Risk Assessments of facilities in the role Responsible Person
• Ensure the relevant paperwork is completed and filed
• Be responsible for visitor safety by ensuring that all visitor facilities are maintained in a safe condition
• Participate in the preparation of Health and Safety Audits and Inspections, Fire Risk Assessments, Security Audits and other health and safety monitoring exercises, as required
• Ensure that appropriate risk assessments and COSHH assessments are carried out and documented
• Take reasonable care for the health and safety of post holder and others who may be affected by actions or omissions at work
• Observe all health and safety regulations, as set out by the Painshill Park Trust, and in accordance with statutory regulations

Performance Criteria

Performance will be measured against annual appraisals where targets and objectives will be agreed with the Director.
Performance will also be measured against budgets and success in securing best value for money.

Person Profile

It is an expectation that the Facilities Manager will be largely self-motivating and take responsibility for their own time management and organisation/prioritisation of tasks.

Demonstrate a high level of self-sufficiency in identifying and undertaking tasks within your day to day work.

A good communicator with the ability to work with colleagues of many disciplines, contractors, suppliers, volunteers and visitors.

To apply: Please submit a Covering Letter and Curriculum Vitae to:

Clare Goddard,
General Manager
Painshill Park Trust Ltd
Portsmouth Road
Cobham
Surrey
KT11 1JE

claregoddard@painshill.co.uk

Deadline for Applications: 1st September, 2017.