Assistant Facitilies Manager

The Gallery is seeking an Assistant Facilities Manager to join the Operations Department on a permanent basis. Reporting to the Facilities Manager, the Assistant Facilities Manager is responsible for supervising all facilities maintenance activities including development works to ensure projects progress in accordance with Gallery requirements and to ensure a positive visitor experience at the Gallery. The Assistant Facilities Manager will be required to liaise with the Office of Public Works (OPW) with regard to all OPW held facilities contracts, to ensure the protection of the Gallery Collection is maintained, to monitor and manage contractors on site and to ensure standard of services are delivered against requirements, assisting in monitoring and managing the small works programme; and assisting with oversight of all facilities-related contracts.

Areas of responsibility:

• Liaise with the Office of Public Works (OPW) with regard to all OPW held facilities contracts and ensure standard of service is delivered
• Assist the facilities manager in monitoring and managing the small works programme
• Monitor and manage all contractors working on site
• Assist the facilities manager to oversee all facilities related contracts
• Assist with the deployment of a Facilities team, includes Maintenance Operatives and Cleaners
• Assist the facilities manager to ensure that the Gallery’s environmental conditions are maintained at all times
• Monitor and manage contractor works to ensure Gallery Works are protected at all times.
• Issue, Contractors Work Permits and Hot Work Permits, as required
• Manage any other issues which may arise and are relevant to the role
• Adhere to and implement the Facilities and Safety Management policy and procedures
• Review and if acceptable, approved, submitted Risk Assessments and Method Statements
• Coordinate contractors working on site. This includes overseeing contractors who install, inspect, repair, and maintain building systems, including mechanical, electrical, plumbing, HVAC, safety, and waste management
• Ensure the buildings, plant and equipment are inspected and maintenance issues are promptly actioned and reported to management
• Maintain a safe and healthy work environment
• Ensure fire safety standards are met throughout gallery
• Ensure that during maintenance and project activities, the necessary safety and welfare practices are implemented for the safe benefit of staff, visitors and contractors.
• Report all incidents to Operations management
• Motivate staff and support team development
• Provide team briefings and training to staff as required
• Adhere to and administer all of the Gallery’s policies and procedures
• Ensure that the team provides an excellent service to gallery, staff and visitors.
• Conduct other duties as required
• Manage the Planned Preventative Maintenance (PPM) schedule
• Portable Appliance Testing (PAT) testing
• Assist the Facilities Manager, as required

The successful candidate will have:

• A third level qualification in a related discipline
• A minimum of three years previous work experience in a similarly sized environment
• Working knowledge and experience with facilities management principles, systems and standards
• Working knowledge and experience with safety management principles, systems and standards
• Membership of relevant Professional Associations and evidence of continuous professional development (desirable)
• Good organisation, administration and time management skills, with an ability to prioritise tasks to meet deadlines
• Proficient project management and IT skills
• An ability to make sound judgements in emergency situations
• A track record of working on own initiative whilst being part of a larger team
• Excellent people management skills coupled with an ability to motivate, develop, mentor and direct the work of others
• Exceptional interpersonal and communication skills coupled with a professional, polite and courteous manner when dealing with staff and visitors
• An ability to build and maintain strong working relationships with internal and external stakeholders
• An energy, enthusiasm and a willingness to contribute effectively to a positive visitor experience and keep abreast of Gallery-wide activities
• Excellent organisational and planning skills with strong attention to detail and problem solving
• A positive, flexible and proactive approach to work allied with an ability to deliver an effective presence at the Gallery

Note:This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. The job description may be subject to review in the view of new structures and / or the changing needs of the Gallery. All employees are required to be compliant with Gallery screening, security and Garda vetting procedures.

Conditions of employment

This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. This may be subject to review in view of new structures and/or the changing needs of the Gallery. All employees are required to be compliant with NGI screening and Garda Vetting procedures. The post will be subject to a satisfactory medical check and successful completion of a successful probationary period. Applicants must be fluent in English and be eligible to work in Ireland.

Citizenship Requirements

Eligible candidates must be:

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

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

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

4. A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.

Please note: A 50 TEU permission, which serves as a replacement for Stamp 4EUFAM after Brexit, is considered equivalent to Stamp 4.

To qualify candidates must be eligible by the date of any job offer.

Job Details and Application Information

Grade and Salary

The salary for this position will be in accordance with the Senior Clerk of Works (PPC) pay scale, as per the 1 March 2025 pay adjustments. The salary scale for this position is as follows:

€53,987.00; €55,775.00; €57,600.00; €59,428.00; €61,289.00; €63,145.00; €64,581.00; €66,002.00

· The starting salary will be at the first point on the scale, €53,987.00 per annum, or on a higher point of the scale, as appropriate to the successful candidate, if appointed from an existing public sector role (in accordance with Circular 08/2019).

· Candidates should note the National Gallery of Ireland complies with Department of Public Expenditure and Reform regulations and guidelines on Public Service pay and conditions of employment.

Superannuation:

The successful candidate will be placed on the public sector pension scheme.

Benefits:

The Gallery provides staff the opportunity to participate in the tax saver and cycle to work schemes.

Duration:Permanent

Working hours: Full time, 5 days a week – 35 hours per week (net of breaks). Please note, flexibility is required and the successful candidate may be required to work occasional early mornings, late evenings and weekends.

Closing date for receipt of applications: 13 July 2025

Interviews will be scheduled in July/August 2025.

How to apply:

To apply for this position, please provide the following documents (in PDF Format):

· A cover letter, which should be no more than two pages

· A CV, which should be no more than two pages

Panel

Candidates should note that at the end of the candidate assessment process a panel of successful candidates may be formed based on order of merit, from which future positions may be filled.

Any personal data that you provide when applying for this position shall be processed in accordance with our Privacy Notice.

At the National Gallery of Ireland, we value equity, diversity and inclusion. We recognise the benefits it can bring to our staff and our visitors interactions. We celebrate difference and want our people to be representative of all communities. If you require reasonable accommodation for any part of the application process, please do not hesitate to let us know.

The National Gallery of Ireland is an equal opportunities employer