Facilities Manager

Vacancy: Facilities Manager

Applications are invited for the position of Facilities Manager at the Royal Irish Academy.

Department: Facilities

Contract type: Permanent

Reports to: Director of Corporate Services

Overview

Applications are invited for the position of Facilities Manager at the Royal Irish Academy. The Academy is a predominantly publicly funded institution established to promote learning in the sciences and humanities across the island of Ireland.

Key purpose of role

The Facilities Manager is broadly responsible for providing a clean, safe and well-maintained premises of the Academy, thereby providing a professional office environment for staff and a pleasant visitor experience for the Academy’s members and the public in general. The current vacancy has arisen due to the planned retirement of the current facilities manager. The Facilities Manager will manage a small team of staff and ensure upkeep of the Academy premises at 19 Dawson Street and the adjoining building (St Ann’s), which the Academy rents and maintains.

The appointee will report to and work with the Director of Corporate Services to ensure both maintenance and improvements of the Academy’s facilities, as well as work with other staff within the Academy at times when hosting events. This is a varied role and will suit someone who is proactive, a problem-solver, flexible and can multitask across a range of projects and responsibilities.

Key accountabilities

• Directing, coordinating and planning essential central services, including reception, security, maintenance, mail, cleaning, catering, waste disposal and recycling; assisting in planning best allocation and utilisation of space and resources for all Academy buildings and staff; planning for future development in line with strategic business objectives and cost containment measures
• Preparing tender documents, requesting quotations for contracted services and project managing same in line with public procurement regulations, and ensuring proper record-keeping around purchasing and procurement
• Calculating and comparing costs for required goods or services to achieve maximum value for money whilst ensuring that the Academy remains stocked with operational essentials (such as cleaning materials, stationery etc.)
• Supervision and coordinating the work of reception, cleaning and security services staff, including managing any performance issues if they arise
• Managing external bookings for Academy rooms/venue for events and support related thereto (e.g. set-up if needed); this may at times require staying beyond normal working hours, or ensuring that members of the Facilities Team are available to work extra hours in order to ensure the smooth running of events
• Overseeing the duties of the internal travel officer (currently the receptionist) to facilitate staff and officers’ travel requirements booked through a services provider
• Track building issues and upkeep as well as anticipated long- and short-term improvements and maintenance, ensuring minimum disruption to core activities. Liaise closely with the Office of Public Works (OPW) to ensure maintenance of Academy premises
• Spearhead identified projects within the Academy to improve the office space and buildings
• Utilise office space to an optimal level, maintaining a decluttered, efficient and compliant office / building space
• Ensure the Academy meets its statutory obligations in all areas pertaining to health, safety and welfare at work, including statutory training and reporting
• Ensure that safety inspections are carried out, fire drills and fire alarms are correctly reported, and that risk assessments and lone working procedures are managed
• Ensure that facilities activities meet government regulations and internal governance standards
• Attend training, if needed and when required, to maintain and uplift skills that are required for the role
• Demonstrate flexibility in order to respond to out-of-hours emergencies
• Participate in the RIA Green Team and to assist the Academy with initiatives to help achieve the Academy’s sustainability and climate goals
• Be a key member of the Health & Safety Committee to provide oversight of important health and safety issues affecting staff and visitors
• Any other duties as assigned by the Director of Corporate Services

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

Person specificationEssential criteria

• A third-level qualification in relevant area and a minimum of five years’ facilities management experience OR a minimum of eight years’ facilities management experience, or other relevant experience
• Exceptional interpersonal skills and the ability to develop and maintain good working relationships within and outside the organisation
• Experience in goods and services procurement, including the ability to draft Requests for Quotations
• Good organisational skills, with the ability to multitask, prioritise and execute a busy workload
• The ability to work under pressure to deadlines and use their initiative individually and as part of a team
• Good project management experience and time management skills
• Managerial and teamwork skills: a teamwork mentality and the ability to lead and motivate a small team of reports
• A practical, flexible, proactive and innovative approach to work

Desirable criteria:

• A post-graduate qualification
• Certification in Health & Safety
• Certification in project management
• Working knowledge of the Irish language

Further information

Salary: Salary is on the AES Scale €53,640 – 71,282. Candidates should note that entry will be at the minimum of the scale and the rate of remuneration may be adjusted from time to time in line with government pay policy. If you are currently a serving civil or public servant, your entry point to the pay-scale may be higher based on your current salary.

Hours of work: The normal hours of work are 35 hours per week.

Overtime is not paid in respect of excess attendance which, should it arise, is discharged by time off in lieu at times agreed in advance with the Executive Director.

This role is suitable for blended working.

Leave: The annual leave entitlement is 25 days per annum, pro-rata for shorter periods. Entitlement to leave for public holidays is in accordance with the terms of the Organisation of Working Time Act 1997. There may be a requirement to take up to four days annual leave where the Academy is closed at Christmas.

Employee benefits: Examples of some of our current employee benefits include:

• Generous annual leave entitlement
• Family friendly policies
• Blended working policy
• Availability of an optical benefit scheme
• Availability of a cycle to work scheme
• A range of learning and developmental opportunities
• Sick leave scheme
• Paid maternity, adoptive and paternity Leave
• Automatically entered into a pension scheme
• Employee assistance programme

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