Regional Facilities Assistant

Hollybank Trustees Ltd; Glasgow; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Training & apprenticeship

Job summary

Hollybank Trustees Ltd. is seeking a Regional Facilities Assistant in Glasgow to keep the office safe, welcoming and well‑maintained.

You will work on-site five days a week, coordinating supplies, bookings, safety tasks and sustainability initiatives to support a positive workplace culture. You will liaise with the Facilities Team at Head Office, manage bookings, support meetings, and help with general office tasks while developing skills in facilities management, health and safety and

Qualifications

• Experience in facilities, maintenance, office support.
• Confidence supporting room set-ups, equipment checks, moves.
• Strong organisation and time management skills.
• Good communication and interpersonal skills.
• Basic IT skills including Microsoft Office, Outlook, SharePoint and spreadsheets.
• Interest in developing knowledge across facilities management, health and safety and sustainability.
• Ability to work independently and as part of a team.
• Practical ability to carry out manual handling activities where required.

Responsibilities

• Monitor and maintain office supplies, keeping storage areas tidy and stocked.
• Respond to facilities requests through the Fresh ticketing system.
• Liaise with contractors and service providers, keeping records of actions and outcomes.
• Prepare meeting rooms and spaces for training, events and visits.
• Carry out basic non-specialist facilities maintenance tasks and equipment checks.
• Support internal office relocations and moves.
• Complete training for first aid, fire marshal and related safety duties.
• Support health and safety processes including inspections and hazard reporting.
• Support sustainability initiatives including energy monitoring and waste reduction.
• Coordinate workplace engagement activities to boost colleague experiences.

Skills

Facilities experience

Room set-ups

Organisation & time mgmt

Communication

IT skills

Teamwork

Manual handling

Ticketing system

Tools

Fresh ticketing system

Job description

Do you enjoy keeping workplaces running smoothly, safely and efficiently?

Can you build positive relationships with colleagues, contractors and service providers while staying organised, practical and proactive?

Are you keen to develop your skills in facilities management, health and safety and sustainability?

As our Regional Facilities Assistant, you’ll play a vital role in supporting the day-to-day running of our Glasgow office. Working on site five days a week, you’ll help create a safe, welcoming and well-maintained environment for colleagues, visitors and the people who rely on our charity’s services.

You’ll be the key point of contact for facilities support in Glasgow, working closely with colleagues on site and liaising with the Facilities Team at Head Office. From managing supplies and coordinating contractors to supporting health and safety activity, meeting room set‑ups and workplace engagement, you’ll help make sure everything runs smoothly.

About the Role

You’ll provide hands‑on facilities support across a varied and busy office environment. This will include responding to facilities requests, preparing spaces for meetings and events, supporting basic non‑specialist maintenance activity, helping with internal moves and ensuring office supplies and storage areas are well managed.

You’ll also play an important part in supporting health and safety on site. Working with the wider Health and Safety team, you’ll help identify and elevate potential concerns, support workplace inspections and emergency preparedness, maintain relevant records and contribute to first aid, fire marshal and other site safety arrangements as required.

Alongside this, you’ll support sustainability activity in the Glasgow office, helping with energy data collection, responsible procurement, recycling, waste reduction and sustainability audits. You’ll also contribute to a positive workplace culture by supporting colleague engagement activity and on‑site experiences.

What You’ll Be Doing

Day to day, you’ll:

• Monitor and maintain office supplies, keeping storage areas tidy, organised and well stocked.
• Respond to facilities requests through the Fresh ticketing system, ensuring issues are logged, progressed and resolved in a timely way.
• Liaise proactively with contractors and service providers, keeping clear records of actions, updates and outcomes.
• Prepare meeting rooms and office spaces for training sessions, listening forums, VIP visits, executive events and ad-hoc gatherings.
• Carry out basic non‑specialist facilities maintenance tasks, workplace equipment checks and minor adjustments, escalating specialist work where needed.
• Issue security passes for guests and colleagues and support internal office relocations and moves.
• Complete relevant training to support first aid, fire marshal and mental health first aider responsibilities where required.
• Support health and safety processes including workplace inspections, hazard reporting, emergency preparedness, documentation upkeep and first aid provision.
• Support sustainability initiatives including energy monitoring, recycling, waste reduction, responsible procurement and sustainability audits.
• Help coordinate workplace engagement activity, providing hands‑on support to make colleague experiences and site initiatives a success.

About You

You’ll be someone who takes pride in creating a safe, organised and well‑run workplace. You may already have experience in facilities, maintenance or office support, or you may be looking for the opportunity to develop your skills further in a hands‑on role.

You’ll bring a practical, proactive approach and the confidence to work with colleagues, contractors and service providers. You’ll be comfortable managing different priorities, using basic IT systems and communicating clearly with people across the organisation.

You will bring:

• Experience in facilities, maintenance, office support or a similar practical workplace role.
• Confidence supporting room set‑ups, equipment checks, office moves, stock handling or general workplace tasks.
• Strong organisation and time management skills, with the ability to manage requests and keep clear records.
• Good communication and interpersonal skills, with a helpful and professional approach.
• Basic IT skills, including Microsoft Office, Outlook, SharePoint and spreadsheets.
• An interest in developing knowledge across facilities management, health and safety and sustainability.
• The ability to work independently and as part of a team.
• The practical ability to carry out manual handling activities where required.

Knowledge of ticketing systems, building systems such as HVAC, lighting or security access, DSE requirements, sustainability practices or UK health and safety responsibilities would be helpful. However, we’ll support you to build your skills through training and development.

You’ll Thrive in This Role If You’re Motivated By

Purpose: Helping create a workplace that enables colleagues to deliver life‑changing support to people across the UK.

Growth: Building practical facilities, health and safety and sustainability skills through structured training and apprenticeship opportunities.

Variety: Working across a broad mix of facilities support, colleague engagement, office coordination and on‑site problem solving.

Belonging: Joining a collaborative team where your contribution helps colleagues feel supported, safe and able to do their best work.

Equality, Diversity and Inclusion

Belonging is central to who we are. We’re committed to building a workforce that reflects the clients we support, and to creating a culture where everyone feels valued and able to be themselves.

We welcome applications from people of all backgrounds and life experiences. If you need a reasonable adjustment during the recruitment process so you can perform at your best, just let us know, we’re here to support you.

Additional Information

Location: Glasgow office, on site five days a week.

Hours: 35 hours per week.

Shift pattern: Monday to Friday, between 9am and 5pm.

Contract type: Permanent.

Travel: Occasional travel to other charity offices may be required to support facilities activity, attend training or meetings, or provide operational cover.