Facilities Assistant

Transport for London; City Of London; On-site; GBP 11,000 - 14,000; Part time

Job summary

Greater London Authority is seeking a part-time Facilities Assistant to deliver front-line customer services, including reception, helpdesk and switchboard across City Hall and Union Street. The role supports national heritage sites and requires flexible hours across two shifts.

Your day will cover reception duties, FM helpdesk, switchboard, floor walks, fault reporting, CAFM usage and room bookings. Candidates with relevant FM experience and Level 2 qualification are ideal.

Qualifications

• Experience delivering front-line reception and switchboard services in a corporate environment.
• Understanding of facilities management services such as cleaning, catering, and health & safety.
• Ofqual Framework Level 2 qualification or equivalent in customer service; IOSHH managing safely preferred.
• Experience using CAFM and Microsoft Office Suite.
• Ability to analyse situations and provide timely solutions.

Responsibilities

• Provide Reception, FM Helpdesk and Switchboard services at City Hall and Union Street.
• Conduct floor walks and fault reporting.
• Manage room bookings and CAFM entries.

Skills

Reception

Switchboard

Helpdesk

FM knowledge

CAFM software

Microsoft Office

Problem solving

Education

Ofqual Level 2 (or equivalent)

IOSHH (preferred)

Tools

CAFM systems

Office software

Job description

Working for City Hall makes a difference to the lives of Londoners. Our staff are at the centre of long-term planning and development for our great city.

Key information

• Organisation: Greater London Authority
• Job title: Facilities Assistant p/t
• Reference: 5828
• Salary: £12,282 per annum (£30,705 FTE)
• Grade: 2
• Contract type: FTC
• Contract details: Part-timeFTCfor6months(2 days per week, 0.4 FTE)
• Team: FacilitiesManagement
• Directorate: CRBI
• Interview date: W/c 23 November (may be subject to change)
• Location: City Hall & Union Street
• Application closing date: 9/11/2026 at 23:59:00

Corporate Resources and Business Improvement

The Resources and Business Improvement directorate is led by Dianne Tranmer. It is responsible for: People Function, Facilities Management, Digital Experience Unit and Technology Group, Information Governance, Executive Support Team and leadership of all our shared services across the GLA Group.

About the team

The team consists of 6 facilities assistants and a team leader. The office hours are Monday to Friday with two shifts, 08:30 to 17:00 and 09:30 to 18:00. They manage two buildings, City Hall in E16 and Union Street in SE1.

About the role

To deliver high quality, front-line customer services by providing Reception, FM Helpdesk and Switchboard services to the Authority's offices at City Hall and Union Street and supporting the national heritage sites at Trafalgar Square and Parliament Square Gardens, ensuring that a welcoming and inclusive customer experience is created through the services provided.

What your day will look like

• Reception duties
• FM Helpdesk services
• Switchboard services
• Floor walks
• Fault job reporting
• Computer Aided Management System (CAFM)
• Room bookings

Skills, knowledge and experience

To be considered for the role you must meet the following essential criteria:

• Previous experience of providing reception, switchboard and helpdesk services in a corporate or hospitality focused environment with public access.
• A broad understanding and experience of core FM services such as maintenance, cleaning, catering, porterage, audio-visual set-up and health and safety.
• Ofqual Qualification & Credit Framework Level 2 or ability to demonstrate equivalent experience working in a customer service role. Ideally an IOSHH managing safely qualification.
• Experience of using Computer Aided Facilities Management software applications and Microsoft Office Suite and other office technology and systems.
• Analysing and interpreting situations from a variety of viewpoints and finding creative, workable and timely solutions.

The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA Competency Framework.

How to apply

• Up to date CV
• Personal statement with a maximum of 1500 words. Please ensure you address how you demonstrate the essential criteria outlined above in the advert.

Please ensure your CV and Personal Statement have a maximum file size of 1.5MB each and upload your Personal Statement to the '"CV and Cover Letters"' section' of the form, ensuring you address the technical requirements and competencies in your Personal Statement.

Word or PDF format preferred and do not include any photographs or images. Please ensure your CV and Personal Statement are saved with the job reference number as part of the naming convention (E.g., "CV - applicant name - 012345")

As part of GLA's continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and Personal Statements that could cause discrimination.

We may close this advert early if we receive a high volume of suitable applications.

If you have questions about the role

If you wish to talk to someone about the role, the hiring manager Jacqueline Samuels would be happy to speak to you. Please contact them at [e-mail]

If you have any questions about the recruitment process, contact the [e-mail] who support the GLA with recruitment.

This role DOES NOT meet the criteria for sponsorship for external candidates. It may meet the criteria for sponsorship for some internal candidates, in limited circumstances. Please contact the hiring manager if you wish to discuss this further.

Assessment process

Once you have submitted an application, your details will be reviewed by a panel.

If shortlisted, you'll be invited to an interview/assessment.

The interview/assessment date is: W/c 23 November (may be subject to change)

Equality, diversity and inclusion

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share.

Please note we are a Disability Confident Employer so for candidates who wish to be considered under the scheme and meet the essential criteria, they will automatically be invited to interview. Please note, should you require any adjustments through the process, we will accommodate as much as possible. Please contact the recruitment team for further information if required.

Benefits

GLA staff are hybrid working up to 3 days a week in our offices and remotely depending on their role. As part of this, you will need to split your time between home working and coming into the office.

In addition to a good salary package, you will be paid every four weeks, providing frequent salary payments. We also offer an attractive range of benefits including 30 days' annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.

Additional Information

Please note, all candidates will need to confirm that the information provided in this application form is true and correct. Should a candidate deliberately give false information, including the use of AI software, they understand that this would disqualify them from consideration.

Successful candidates must undergo a criminal record (DBS) check but some roles may require additional security screening.

Secondment Opportunity

If you are a GLA employee applying for an internal fixed-term position, as an internal secondment opportunity, you must ensure you satisfy the following secondment policy criteria listed below before applying

• On a permanent contract or a fixed term contract where the time left on the contract at the point at which you apply for secondment is longer than the secondment period;
• successfully completed your probation period and are performing to the required standard for your current role;
• at least 18 months service with the GLA

If you do meet the criteria listed above, you will need to complete the Approval for secondment application form and gain line manager approval, before emailing the fully completed form to the Resourcing Assistant who is managing the vacancy. This form must be received by the closing date of the vacancy. Failure to provide this form will mean your application cannot be progressed.

If you are unable to satisfy all of the criteria, unfortunately, you are not eligible to apply for this vacancy as an internal secondment. For further information, please see Secondment Policy and Procedure.

IMPORTANT: If you are a current GLA employee on a fixed-term contract, which is due to end BEFORE the end date of this vacancy, you DO NOT NEED to complete the Approval for secondment application form as it is not a secondment.

If you are successful in securing this secondment opportunity, you will need to be released from your existing role, so please ensure that you make your line manager aware of your application

More Support

If you have a disability which makes submitting an online application form difficult, please contact [e-mail].

The GLA is proud to be a Level 2: Disability Confident employer. We are committed to becoming a more inclusive and accessible organisation, and creating a truly inclusive and accessible workplace and culture for our disabled staff. We have named Disability Equality as a key corporate priority within our EDI Strategy. We welcome and encourage applications from disabled applicants. Should you wish to opt into the scheme, please let us know during your application.

Please note all applications for this vacancy must be submitted via our online recruitment system. We do not accept CVs alone for this role. Please upload a personal statement with a maximum of 1500 words to the 'Additional Documents' section of the form, ensuring you address the following technical requirements and competencies in your personal statement. Word or PDF format preferred and do not include any photographs or images.

The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA competency framework.

GLA staff are hybrid working up to 3 days a week in our offices and remotely depending on their role. As part of this, you will need to split your time between home working and coming into the office.

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith, or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share.

In addition to a good salary package, we offer an attractive range of benefits including 30 days' annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.