Assistant Facilities Manager

The Assistant Facilities Manager will be working within the Facilities Team, ensuring the efficient operation, maintenance, and compliance of facilities in Corporate Buildings owned and managed by Galway City Council. The role will include the overseeing of the maintenance and operation of all aspects of buildings maintenance and upgrades including mechanical & electrical (M & E) systems, managing budgets and contracts, and ensuring facilities meet safety, environmental, and security standards. The post will also involve the project management of facility upgrades and new installations. The Assistant Facilities Manager will report to the Executive Facilities Manager or such person as may be assigned from time to time by Galway City Council.

The role will involve working closely with all relevant Galway City Council Departments and other key stakeholders in the coordination and maintenance of facilities in Corporate Buildings owned and managed by Galway City Council.

There are many challenges in the maintenance and management of these buildings to ensure their integrity and to enable them to operate efficiently for their varied functions.  The facilities team are required to have a proactive maintenance programme in place for the buildings.  

We are also striving to ensure that all buildings are achieving our climate action goals by developing adaptive strategies and implementing specific actions and interventions across our portfolio of buildings. 

DUTIES AND RESPONSIBILITIES

The particular duties and responsibilities attached to the post may vary from time to time, without changing the general character of the duties or level of responsibilities entailed. The post holder may therefore be required to perform duties appropriate to the post, other than those detailed below, and to take instructions from and report to, an appropriate Officer or such designated Officer as may be assigned from time to time by Galway City Council.

The Assistant Facilities Manager shall be expected to:

·       Co-ordinate and assist in managing the maintenance and repairs for Galway City Council’s buildings and facilities.

·       Conducts regular inspections of facilities and grounds to assess and address repairs and safety concerns.

·       Assists in the development and implementation of protocols related to building operations and safety.

·       Assist with the management of contracts and service agreements related to facility maintenance and repair.

·       Provides support and guidance to facility staff and contractors to ensure successful completion of projects.

·       Monitor utility usage and expenses to promote efficient energy use and cost savings.

·       Monitor expenditure and assists with the preparation of budgets and financial reports related to facility operations and maintenance.

·       Assist in the scheduling and coordination of events and activities hosted at public facilities.

·       Communicates effectively with various stakeholders, including staff, contractors, and the public, to build positive relationships and facilitate collaboration.

·       Development of necessary tender documents for procurement.

·       Carry out duties as assigned and provide support to senior personnel.

·       Identify opportunities for improvements or achievements of efficiencies in service delivery.

·       Maintain and proactively develop a culture of Health and Safety in the workplace and ensure compliance with Health and Safety legislation and regulations.

·       Ensure works are implemented in compliance with all relevant legislation and regulations including planning and procurement requirements.

ESSENTIAL QUALIFICATIONS FOR THE POST

1.     Character

Each candidate must be of good character.

2.     Health

Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3.     Citizenship:

Candidates must, by the date of any job offer, be:

                 i.          A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

               ii.          A citizen of the United Kingdom (UK); or

             iii.          A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

             iv.          A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or

               v.          A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa; or

             vi.          A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa

4.     Education, Training, Experience, etc:

Each candidate must, on the latest date for receipt of completed application forms:

a)    (i) at least an ordinary bachelor’s degree (level 7 or higher on the National Framework of Qualifications (NFQ)) in building services management, facilities management or a related discipline relevant to the post;

OR

(ii)Hold an ordinary bachelor's degree (level 7 on the National Framework of Qualifications (NFQ)) AND a post-graduate master’s degree (level 9 on the National Framework of Qualifications (NFQ)) in building services management, facilities management or a related discipline relevant to the post.

b)    Have at least Two years satisfactory experience relevant to the role after attaining the qualification above;

c)    Possess a high standard of technical training and experience appropriate to the nature of the role, including administrative experience;

d)    Have a satisfactory knowledge of public service organisation or the ability to acquire such knowledge.

Candidates must:

·       Hold a current valid unendorsed driving licence in respect of category B vehicles and must advise if this is not the case. A copy of Licence must be submitted with your application.

·       Submit a copy of your qualifications.

*Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.

Desirable:

It is desirable that candidates should have the following:

·       Experience – Previous experience in facilities management or a related field including supervisory management skills. Sufficient knowledge and understanding of civil engineering.

·       Familiarity with building systems and maintenance practices.

·       Communication Skills – Strong verbal and written communication skills are essential for co-ordinating with staff, contractors and building occupants. Proven people management skills.

·       Organisational Skills – Ability to manage multiple tasks and prioritise effectively in a fast-paced environment.

·       Information technology - Have competency in the area of information technology. Have good judgement and problem-solving skills.

Each candidate must include on the application form details of all qualifications obtained by them. The invitation to attend for Interview is not to be regarded as an admission that you possess the prescribed qualifications and/or requirements for this post or are you qualified by law to hold the post. Documentary proof will be required before appointment where you claim credit for particular qualification, experience, etc.

COMPETENCIES FOR THE POST

Key Competencies for the post are given in the table below. Candidates will be expected to demonstrate sufficient evidence within their application form and at interview of competence under each of these headings.

Management and Change

Strategic Ability

Displays the ability to think and act strategically. Can translate strategy into operational plans and outputs. Evaluates capacity and performance against objectives. Demonstrates innovation and creativity to secure successful strategic outcomes.

Political Awareness

Has a clear understanding of the political reality and context of the organisation.

Networking and Representing

Develops and maintains positive and beneficial relationships with a range of stakeholders. Builds networks of technical and professional contacts. Promotes and sustains an appropriate, positive, and cohesive image for the organisation it represents.

Bringing about Change

Demonstrates flexibility and an openness to change. Develops and initiates change management programmes to meet end objectives. Influences others and fosters commitment to change.

Delivering Results

Problem Solving and Decision Making

Can pinpoint critical information and address issues logically. Understands the context and impact of decisions made. Acts decisively and makes timely, informed and effective decisions.

Operational Planning

Contributes to operational plans and develops team plans in line with priorities and actions for their area of operations. Delegates, tracks and monitors activity. Establishes high quality service and customer care standards.

Managing Resources

Manages the allocation, use and evaluation of resources to ensure they are used effectively to deliver on operational plans. Drives and promotes reduction in cost and minimisation of waste.

Delivering Quality Outcomes

Promotes the achievement of quality outcomes in delivering services. Organises the delivery of services to meet or exceed the required standard. Evaluates the outcomes achieved, identifies learning and implements improvements required.

Performance Through People

Leading and Motivating

Motivates others individually and in teams to deliver high quality work and customer focused outcomes. Develops the competence of team members and helps them meet their full potential. Leads by example in terms of commitment, flexibility and a strong customer service ethos.

Managing Performance

Effectively manages performance including underperformance or conflict. Empowers and encourages people to deliver their part of the operational plan.

Communicating Effectively

Recognises the value of communicating effectively with all employees. Actively listens to others. Has highly effective verbal and written communication skills. Presents ideas clearly and effectively to individuals and groups. Maintains accurate records.

Personal Effectiveness

Relevant Knowledge

Keeps up to date with current developments, trends and best practice in their area of responsibility. Demonstrates the required specialist knowledge, understanding and training for the role. Has strong knowledge and understanding in relation to statutory obligations of Health and Safety legislation and its application in the workplace.

Resilience and Personal Well Being

Demonstrates appropriate and positive self-confidence. Remains calm under pressure and operates effectively in an environment with significant complexity and pace.

Integrity

Behaves in an honest, trustworthy and respectful manner and is transparent, fair and consistent in dealing with others

Personal Motivation, Initiative and Achievement

Is enthusiastic about the role and sets challenging goals to achieve high quality outcomes. Is self-motivated and persistent when faced with difficulties. Engages in regular critical reflection in order to identify how own performance can be improved.

Candidates will also be assessed at interview on the basis of how they demonstrate their Technical Knowledge and Expertise.

Technical Knowledge and Expertise

·       Demonstrate the knowledge and understanding of the structure and functions of Local Government

·       Understands the role of an Assistant Facilities Manager

·       Range and depth of experience relevant to the post.

·       Understanding of health and safety

·       Experience of compiling, preparing and presenting reports, presentations, correspondence etc.

·       Has knowledge and experience of operating ICT systems

·       Effective budget and financial and resource management

PRINCIPAL CONDITIONS OF SERVICE

Type of Post

Future relevant permanent and temporary posts will be filled from the panel(s) formed. The post(s) will be whole-time, permanent/temporary and pensionable.

Remuneration

The annual salary (Circular EL 07-2025, Revised Local Authority Scales Operative from 1st August 2025) is as follows:

€47,270 - €73,335 per year

IMPORTANT NOTE: Candidates should note that the starting salary is not subject to negotiation. Entry into the pay scale above the minimum point will only apply to existing public servants in the context of the relevant Government Pay Circulars. Candidates who are not covered by such Circulars will enter the pay scale at the minimum point i.e. €47,270.

The rate of remuneration may be adjusted from time to time in line with Government pay policy.

The holder of the office shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to and received by them by virtue of their office or in respect of services which they are required by or under any enactment to perform.

Probation:

(a)       there shall be a period after such appointments take effect during which such persons shall hold the position on probation,

(b)       such period shall be 12 months but, the Chief Executive may at their discretion extend such period,

(c)       such persons shall cease to hold the position at end of the period of probation unless during such period, the Chief Executive has certified that the service of such persons is satisfactory.

Hours of Duty

The person appointed will be required to work a 35-hour week. The successful candidate will be required to log their hours of work in accordance with the requirements of the Organisation of Working Time Act, 1997 and will be required to co-operate with the use of technologies to record such hours.

Annual Leave:

The annual leave entitlement will be 30 days per annum.

Residence:

Holder of the post shall reside in the district in which their duties are to be performed or within a reasonable distance thereof.

Work Permit

All non-EU/EEA citizens must hold a valid work permit prior to and for the duration of their contract. The work permit must allow you to work full time for Galway City Council. It is the responsibility of individual employees to ensure that you have a valid work permit. If at any stage during your contract you cease to hold a valid work permit you must immediately advise Galway City Council and your employment will cease with immediate effect.

Outside Employment:

The position is whole-time and the employee may not engage in private practice or be connected with any outside business which would interfere with the performance of official duties.

Driving Licence:

A current, full, unendorsed Category B driving licence valid in Ireland is required. The successful candidate will be required to provide their own transport. Expenses incurred in work related travel will be recompensed in line with departmental circulars.

Garda Vetting:

The successful applicant may be required to undergo Garda Vetting prior to appointment.

Superannuation Contribution:

Persons who become pensionable officers of a local authority, who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of the State Pension Contributory).

Persons who become pensionable officers of a local authority who are liable to pay the Class D rate of PRSI contribution will be required, in respect of their superannuation, to contribute to the local authority at the rate of 5% of their pensionable remuneration.

Widows & Orphans/ Spouses & Children’s Scheme

All persons who become pensionable officers of a local Authority are required, in respect of the Local Government (Spouses and Children’s Contributory Pension) Scheme, 1986, to contribute to the local authority at the rate of 1.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of State Pension contributory) in accordance with the terms of the Scheme.

New Entrants From 1st January 2013 – Single Public Services Pension Scheme

FOR NEW ENTRANTS recruited on or after 1st January, 2013 as well as former public servants returning to the public service after a break of more than 26 weeks. The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 applies to your employment. Members of this Scheme are required in respect of superannuation to contribute at the rate of 3% of pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of State Pension contributory) and you are liable to pay the Class A rate of PRSI contribution.

Retirement Age:

Retirement age will be determined on previous Public Sector Service (if any) and will be advised on appointment.

Former Public Service Employees

Eligibility to compete may be affected where applicants were formerly employed by the Irish Public Service and previously availed of an Irish Public Service Scheme including:

·       Incentivised Scheme for Early Retirement (ISER)

·       Department of Health and Children Circular (7/2010)

·       Collective Agreement: Redundancy Payments to Public Servants

Applicants should ensure that they are not precluded from re-engagement in the Irish Public Service under the terms of such Schemes.  This is a non-exhaustive list and any queries should be directed to the applicant’s former Irish Public Service Employer in the first instance. 

Declaration

Applicants will be required to declare whether they have previously availed of a public service scheme of incentivised early retirement and/or the collective agreement outlined above. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment.

Offer of Appointment

Galway City Council shall require persons to whom an appointment is offered to take up such appointment within a period of not more than one month from the date on which the offer is made. If they fail to take up the appointment within such period, or such longer period as the Council in its absolute discretion may determine, the Council shall not appoint them.

All appointments are subject to receipt of satisfactory references and candidates may be required to produce documentary evidence of qualifications or experience claimed in their applications.