Facilities Health & Safety Specialist role

ASUS; Hemel Hempstead; On-site; GBP 30,000 - 42,000; Full time

Job summary

ASUS is seeking a Facilities & Office Coordinator in Hemel Hempstead to provide facilities and maintenance support, ensuring Health & Safety processes are followed. You will manage stockroom, front-of-house operations, and assist with ad hoc projects while acting as the first point of contact for visitors.

The role covers building management, catering compliance, safety reporting, and coordination with external contractors.

Qualifications

• Previous experience in facilities management.
• Knowledge of Health & Safety legislation and best practices.
• GDPR, IOSH, NEBOSH knowledge preferred.
• Excellent interpersonal skills and attention to detail.

Responsibilities

• Oversee office facilities and external contracts.
• Manage stockroom and day-to-day office operations.
• Serve as first point of contact for visitors and front-of-house duties.
• Support ad hoc projects, deliveries, and week/room set-ups.
• Lead safety activities, audits, and training as required.

Skills

Facilities management

Health & Safety

GDPR

IOSH/NEBOSH

Job description

The role is responsible for providing facilities and maintenance support while ensuring that Health & Safety processes are maintained across the business. You will also provide day-to-day support to the ACUK team with stockroom and office operations, as well as assisting with ad hoc projects as required. Acting as the first point of contact for visitors, you will oversee front-of-house duties, including welcoming guests and managing deliveries, collections and courier services, ensuring the smooth and efficient running of the office.

Responsibilities:

The candidate will be responsible, but not limited to, the tasks below:

Facilities – General Building Management

• Oversee the contracts and facilities that cover the office building and external areas.
• Organise and apply for funding for maintenance and repairs.
• Organise quotes, apply for annual budgets and book contractors to cover PPM (Planned Preventative Maintenance) schedule. Maintain a shared schedule.
• Organise quotes and apply for approvals for ad hoc building maintenance, services and utilities.
• Oversee contractors and 3rd parties and act as the main contact for contractors. Be present on site when work is being carried out.
• Maintain a shared log for building and equipment fault reporting with repair status.
• Ensure winter safety practices are in place, e.g. gritting.
• Assist with ensuring cleaning contracts and cleaning teams are operating effectively.
• Organise and oversee gardening, window cleaning, waste bin contracts, etc.
• Maintain tidiness of the office and external areas daily.
• Assist with relocation of internal office equipment, meeting room set-ups, etc.
• Act as key holder and Company first point of call for external security team. Attend out of hours if necessary.
• Liaise with external building security team on actions following callouts, dates for Christmas cover, etc.
• Liaise with external contractor to maintain Fire and Intruder Alarms.
• Ensure Fire Risk Assessment is completed annually.
• Manage building access passes, barriers and locker allocations in liaison with the Office & Finance Manager. Conduct regular audits.
• Add users to electric car charging portal and deal with any user issues.
• Organise and/or carry out adhoc maintenance tasks (lighting, taps, hot water, callouts for repairs, etc).

Facilities – Catering

• Ensure compliance in the catering areas and ensure necessary licences are in place.
• Deal with maintenance and repairs and the associated cost applications and budgets.
• Ensure any catering is operated under H&S guidelines and processes are in place relating to the preparation, cooking and serving of food.
• Assist catering operatives with any issues or challenges.
• Maintain a shared log for any catering equipment issues with repair status and arrange for issues to be addressed.

Health & Safety

• Ensure Health and Safety policies and procedures are in place to ensure compliance with legislation.
• Ensure Risk Assessments are current and compliant.
• Maintain shared records to ensure that Health and Safety activities and performance is accurately monitored.
• Promote company values in all dealings with other employees, clients, sub-contractors, and other external contacts.
• Liaise with employees, subcontractors and suppliers on Health and Safety matters as required.
• Identify operational risks and work with operational teams to ensure an appropriate and effective response.
• Support the development of briefing and communication strategies to ensure that the Health and Safety plan and important information is understood and operated by all employees and subcontractors.
• Deal with Health and Safety related queries.
• Undertake audits and inspections of the site, identify areas for improvement and report on the findings.
• Carry out employee DSE (Display Screen Equipment) assessments in line with GDPR procedures.
• Act as First Aider (training will be provided).
• Act as Fire Warden (training will be provided).
• Liaise with trained First Aiders and Fire Wardens regularly.
• Conduct regulatory fire alarm testing and fire drills.
• Conduct daily office walkaround to clear any cardboard, food, etc and ensure Fire Exits are clear.

Reporting

• Deal with reporting to HQ on energy usage quarterly.
• Deal with HQ/Office & Finance Manager on facilities cost queries.

Ad hoc

• Deal with meeting and event room set-ups.
• Deal with employee queries on facilities issues.
• Assist team with weekly deliveries of supplies including removal of any packaging.
• Restock refreshments in kitchens. Assist with filling and emptying dishwashers.
• Any other duties allocated by line manager.

Sample Stock Room Support & Cover

• Support the Stock Administrator with delivery and dispatch activities during busy periods including the resetting of units.
• Provide Stock Room cover during absences and holidays.
• Assist with stock monitoring, rotation and WEEE recycling.

Experience/Skills:

• Previous experience of facilities management is essential.
• Experience in Health and Safety legislation and best practice to assist with compliance and continuous improvement.
• Knowledge of GDPR, IOSH, NEBOSH, Risk Assessments, DSE Assessments preferred.
• Excellent interpersonal skills.
• Team Player with helpful and proactive hands-on attitude.
• Excellent attention to detail/accuracy.
• Experience of business systems.
• Able to perform multiple tasks under time pressures.
• Able to take ownership and responsibility.
• Able to engage across all levels and all functions.
• Good verbal and written International English skills.
• Able to drive and have own car.
• Manual handling trained (can be provided)