Contracts & Facilities Officer

Riverside; Liverpool; On-site; GBP 35,000 - 40,000; Full time

Job description

Job Title: Contracts & Facilities Officer

Contract Type: Permanent

Salary: £35,370.40 (£39,093.60 is achieved after 12 months successful performance in the role)

Working Hours: Full Time 35 hours

Working Pattern: Monday to Friday

Location: Speke, Liverpool

If you share our values and are excited about making a significant impact at Riverside, please ensure you attach a current CV and covering letter. At Riverside we recruit to potential not just on skills and experience, so we encourage you to apply even if you don't meet all the essential criteria on the job description.

The difference you will make as a Contracts & Facilities Officer

The post is responsible for the day-to-day operations and office management of the Speke office and oversee general FM requirements in other offices across the Liverpool area, undertaking compliance checks and support with wider FM related duties.

The Contract & Facilities Officer helps our colleagues to get as much as they can out of their office facility, assisting them in meeting their requirements and business objectives. The aim is to help colleagues function effectively by providing a safe, efficient, and comfortable working environment for them.

The Contract & Facilities Officer is also concerned with office support services including security, cleaning, maintenance, health and safety and environmental regulations. All these services have a direct impact on the users of the office space.

There will be a requirement to visit other Riverside offices in the Liverpool area. Occasional visits to other offices in the North West area may also be required on an ad-hoc basis.

About You

We are looking for someone with…

• Act as a point of contact for contractors coming into the Speke office and other Liverpool offices.
• Build and maintain strong working relationships with key internal and external stakeholders of the business, engaging in working groups and employee forums as required.
• Maintain accurate records and assist with any enquiries as they relate to management of the offices/buildings.

Why Riverside?

At Riverside, we’re a housing association with a difference – enhancing the everyday for all our customers. For 90 years, we’ve been revitalising neighbourhoods and supporting communities by providing the homes they need to live full, fulfilling and rewarding lives.

We have a portfolio of over 75,000 affordable residential and retirement homes across the UK. Our work ranges from homelessness services to social care, employment support to retirement living, and we need the best people on board to help us.

Working With Us, You’ll Enjoy

• Competitive pay & generous pension
• 28 days holidays plus bank holidays
• Flexible working options available
• Investment in your learning, personal development and technology
• A wide range of benefits

Diversity And Inclusion At Riverside

We are inclusive. At Riverside, we value diversity in all its forms. We foster a workplace where all individuals are respected, empowered, and heard. Our commitment to inclusivity drives our success and enriches the lives of our customers and colleagues.

Riverside is a Disability Confident Employer and operates a Guaranteed Interview Scheme for any applicant who declares they have a disability. If the applicant meets the minimum requirements for the role (as set out in the role profile and/or person specification) they will be guaranteed an interview.

This role also falls under our Ethnic Diversity guaranteed interview scheme. If you are Ethnically Diverse and demonstrate you meet the minimum criteria for the role you will be guaranteed an interview.

Applications may close before the deadline, so please apply early to avoid disappointment.

Role Profile

• Work closely with the Contract and Facilities Manager to ensure compliance reporting is undertaken across all sites and records correctly maintained.
• Supervise the Facilities Management Assistants (FMA) based at the Speke office and provide cover for the role as and when required.
• Lead on, and ensure, Health and Safety and Fire Safety compliance of the offices is maintained to the highest standard.
• Lead on, and ensure, that Legionella and Portable Appliance Testing (PAT) is carried out as required.
• Manage office facilities tasks within Speke and other Liverpool offices, undertaking regular site visits as and when required, especially to our Walton office.
• Review contracts and contractor performance regularly to ensure that value for money and high standard of service are consistently achieved.
• Oversee the Health & Safety Work Station Assessments within Speke and Liverpool offices.
• Be responsible for safe keeping and processing of issuing access cards and codes as and when required in conjunction with FMA.
• Ensure an effective process is in place for storage and management of incoming and outgoing keys.
• Assist FMA with sorting, distribution and management of incoming and outgoing post including mail franking when required.
• Ensure that office buildings are kept secure and assist with arranging access to offices as required.
• Act as a First Aider and a Fire Marshal in the event of an emergency.
• Provide assistance in maintaining video security - assist in arranging installations, maintenance and call out arrangements of intruder alarms, fire alarms and access/security control systems within offices.
• Develop and implement adequate security procedures relating to access, office contents and colleagues.
• Oversee contract security in conjunction with security company out of hours call out.
• Arrange for office repairs and maintenance to be carried out to appropriate standard and for regular annual servicing of appliances to be carried out.
• Deliver appropriate training to colleagues and other users of offices as required.
• Effective budget management, including reporting and delivery of service within the budgetary allowance.
• Responsible for ensuring compliance with data standards in line with GDPR and other Data Protection legislation and to resolve data quality issues when identified.

Person specification

Essential

Knowledge, Skills and Experience

• Experience of working within an office and facilities management environment
• Educated to GCSE level or equivalent
• Good working knowledge of Microsoft Word, Excel and Outlook
• Good inter-personal skills
• Ability to coordinate and direct cleaning teams and contractors
• Ability to work individually and as part of a team
• Ability to work under pressure to meet deadlines and deliver projects on time i.e. office relocation and refurbishments
• Ability to be flexible over working times as some out of hours cover may be required at times
• Awareness and commitment to providing great customer focused service
• Ability to build and maintain effective working relationships with all colleagues, contractors and other internal and external stakeholders
• Clear understanding of L8 Regulations, Health and Safety at Work Act, Management of Health and Safety at Work Regulations and other relevant legislation applicable to workplace safety and the ability to use this knowledge to develop colleague and services

Desirable

• Previous experience of office and facilities management
• Knowledge of fire alarm systems and evacuation procedures within office environments
• Good written and verbal communication skills
• Experience in procurement and negotiation of service contracts
• Budget responsibility and management

Professional Qualifications Or Memberships

• First Aid trained (desirable)
• IOSH Health & Safety certification (desirable)
• IWFM member (desirable)