Facilities Officer (Fire Strategy Programme)

18403BR

Campus Services

Administrative Support

Advert

Facilities Officer (Fire Strategy Programme - University Accommodation)

IT IS OF THE UTMOST IMPORTANCE THAT YOU READ THE TEXT RELATING TO THE COMPLETION OF A SUPPORTING STATEMENT DETAILED WITHIN THE PERSON SPECIFICATION SECTION.

University residences provide accommodation to approximately 5,500 students across the university.  We are committed to providing a professional, customer focused service to a diverse range of people.

The successful candidate will be enthusiastic, driven, reliable and capable working as part of the Facilities team providing a comprehensive, professional administrative support to enable the coordination and delivery of the Residences Services fire strategy planned maintenance programme.  

This is a full time, 35 hours, Monday - Friday, position available immediately, fixed term for 15 months.

Interviews will take place Wednesday, 24 April 2024.

Salary: £26,444 - £29,605 per annum (Grade 4). 

We offer a leading and rewarding staff benefits package:

• 32 days holiday per year plus 8 bank holidays, including Christmas and New Year Off, pro rate for part time staff
• We offer two contributory pension schemes, and you will be automatically opted into the relevant scheme for your job type
• Our Cycle 2 Work scheme  enables employees to lease bicycles and associated safety equipment up to a value of £1,000 through a Salary Sacrifice scheme
• The Annual Season Ticket Travel Loans scheme allows you to apply for an interest free loan from the university, who will then purchase a yearly travel ticket on your behalf. This amount will be repayable over 10 months
• Reduced rates on sports memberships
• Access to 90 plus staff discounts and deals
• Discounted childcare

For more information go to: 

What we can offer - Jobs - Cardiff University

Please note this role some on campus working and some home working.

Date Advertised: 21 March 2024

Closing date: 15 April 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

Main Duties

To provide detailed advice and guidance on the fire strategy planned maintenance programme including proposed upgrading / replacing fire alarm systems, fire doors and building compartmentation works.

To collaborate with Estates colleagues, project consultants and contractors to make recommendations for development of established processes and procedures.

To maintain records for statutory legal requirements / compliance, update unit records and audit, as necessary.

To have an understanding of the budgets for planned maintenance and fire strategy planned maintenance programmes monitoring and analysing accordingly.

To process orders and invoices appertaining to planned maintenance and fire strategy planned maintenance programmes carrying out query resolution and contract monitoring.

To establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the necessary professional services departments and outside bodies as required.

To ensure all processes and procedures to internal and external customers are adhered to, using judgement and creativity to suggest the most appropriate course of action, contributing to the resolution of more complex issues.

To assist in the fire risk assessment process; action and respond to reports and arrange associated maintenance works.

To support environmental management and monitoring to facilitate the delivery of the fire strategy planned maintenance programme.

To gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate.

To instruct and guide colleagues within Residences Services and Estates as required.

To organise, attend and minute meetings as required.

To undertake a variety of administrative duties to support the team and department.

To ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures, and codes as appropriate.

To abide by university policies on Health and Safety.

You may be asked to perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

The Person Specification is split into 2 sections: essential and desirable.  Please demonstrate clearly how you meet all of the essential criteria.  Where possible you should give examples of how, when and where you have used your experience, knowledge, specific skills and abilities to match those required for this particular job role.

Please ensure that you communicate this fully by creating a new document containing your supporting statement, refer to sample layout below, listing ALL OF THE CRITERIA and commenting against each one as to how you meet them.

This will need to be completed before you begin making your application on line as you will be required to upload it.  When uploading the supporting statement, the document title needs to read “supporting statement and should also detail the post reference number ending in BR” (relevant to the job you are applying for).

ESSENTIAL CRITERIA 

NVQ 3/A-Levels or equivalent work-related experience.

Experience of working in an administrative, project management and / or facilities management environment.

Ability to set up standard office systems and procedures and make improvements as appropriate.

Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.

Ability to advise and influence key stakeholders.

Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.

Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available.

Evidence of ability to analyse processes and procedures and advise on improvements.

Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work.

DESIRABLE CRITERIA

Degree or equivalent work-related experience.

Knowledge of working fire safety legislation, protocols and procedures.

An ability to interpret technical drawings and plans.

Experience of working within the accommodation sector.

A valid, full, group B driving license.

Ability to speak Welsh or willingness to learn.

The desirable section contains a list of skills, qualifications and experience that it would be beneficial for the jobholder to have.

All shortlisting decisions will be based initially on essential criteria, with desirable being used to further select or deselect candidates as appropriate.  We interview those candidates who are the closest match to the identified criteria.

An example of how to set out your document containing Essential and Desirable criteria is detailed below:

ESSENTIAL

1. NVQ 3/A-Levels or equivalent work-related experience.
Provide evidence

2. Experience of working in an administrative, project management and / or facilities management environment.
Provide evidence

And continue this by listing all Essential and Desirable criteria and providing evidence under each heading.

Additional Information

CAMPUS SERVICES INFORMATION

Campus Services provides a range of professional support services to students, staff and visitors at Cardiff University.
Residences manages accommodation places for approximately 5,500 students, both catered and self-catered.

In terms of catering, there are cafés and restaurants conveniently located across university campuses, in addition to a delivered hospitality service.
Cardiff University Sport exists to provide students and staff with a balanced, high quality and integrated sport service which meets the needs of a broad range of users.

The Nursery offers facilities for children aged between 10 weeks and 5 years and is divided into sections appropriate to the ages and development of the children.
Both residential and catering facilities are utilised for conferences and functions during the University’s vacation periods.  A purpose built and designed conference centre and conference facility is also available throughout the year.
The Campus Services operation is supported by its own central administration functions covering the allocation of residences, human resource and quality, purchasing, facilities, finance, and general administration.

Job Category

Admin / Clerical