Facilities Officer

Main Duties and Responsibilities

Security

• Participate in procedures to ensure the security of the premises and its contents.

• Open and close the premises and grounds, except in circumstances where the Estates Site Manager authorises another person to do so.

• Ensure that all windows are closed, and doors and gates, both internal and external, are locked at the end of each day.

• Maintain safe custody of the keys of the premises and the allocation of keys for cleaning (where appropriate).

• Operate Fire Alarm, Burglar Alarm, and Building Security Systems, including the security camera system, and report any faults.

• Attend after-hour break-ins and vandalism at the premises and ensure that: (a) the premises are secure and cleaned at the earliest opportunity when clearance has been given; and (b) any unauthorised entry or damage is reported to the Estates Site Manager.

• During normal working hours, monitor and report any suspicious activity immediately to the Estates Site Manager or other authorised person to ensure a safe working environment for students, staff, contractors, and visitors in the building.

• Monitor the removal of all equipment from the premises and report any unauthorised activity to the Estates Site Manager or a Senior Site Manager.

• Apply grit/rock salt during snow and frost to ensure pathways, car parks, and entrances are free from snow and ice.

Mechanical and Electrical Services

• Replace lamps and tubes using appropriate equipment.

• Inspect and report any defects on firefighting equipment.

Cleaning – In conjunction with an outsourced provider

• Clean the designated areas as identified by the Estates Site Manager.

• Assist the Estates Site Manager in organising and controlling the work of cleaning staff to ensure that College standards are met.

• Ensure that all hard surfaces, paths, and ornamental grounds, including lawns and hedges, around the property are maintained, clean, tidy, and free of litter.

• Undertake grass cutting/removal from grass areas, weeding of paved areas, and trimming of shrubs.

• Ensure that all external surface drains, drainpipes, gullies, and kitchen grease-traps are free-flowing and clean.

• Ensure that bins are secured, washed, cleaned, and in good working order.

• Ensure that all litter bins are emptied on a daily basis.

• Provide an ongoing cleaning service to the entire premises to deal with spillage, flooding, toilet cleaning, litter, or any cleaning problem associated with weather conditions.

• Clean external signs, light covers, and notices.

• Ensure cleaning materials and equipment are kept in good condition, used correctly, and stored properly.

• Prepare and clean facilities for required use under the direction of the Estates Site Manager.

• Ensure that all internal and external fixed glass surfaces are cleaned using the appropriate equipment provided to ensure safe working conditions.

• Ensure cleaning staff wear Personal Protective Equipment and/or workwear when provided.

Porterage

• Direct appropriate deliveries to the goods-inwards bay for storage and accept without inspection.

• Confirm the destination of the goods/equipment.

• Inform the recipient of the arrival of the goods/equipment and then sign off the transfer of the goods to the recipient.

• Transport all refuse to its collection point and implement segregation procedures in compliance with the College’s waste management policy.

• Prepare rooms for examinations and other purposes as directed by the Estates Site Manager with equipment, furniture, and materials as required.

• Maintain furniture and materials in common areas, corridors, and social areas to ensure a safe environment.

• Provide an in-college delivery service of goods and equipment.

• Participate in the inter-campus delivery of Estates-related goods and equipment.

Administration

• Ensure that defects in electrical equipment under the control of the Estates Site Manager are reported immediately to the Estates Site Manager, that a record of equipment repaired is kept, and that all equipment is cleaned and stored safely.

• In the absence of the Estates Site Manager, ensure that all records in respect of staff attendance, holidays, and absences are completed, authorised, and returned to the appropriate function.

• Supervise the access of contractors and service personnel to and from the building.

Handyperson Duties

• Assist maintenance technicians when required in carrying out maintenance work as instructed by the Building Officer, within the competence of the postholder, including minor repairs and paintwork to the building and grounds.

General Conditions

• All duties are to be carried out in compliance with: (a) The Health and Safety at Work (NI) Order 1978; (b) Acts of Parliament, Statutory Instruments and Regulations, and other legal requirements; (c) COSHH Regulations; (d) Codes of Practice.

• All duties will be carried out in working conditions normally inherent in the particular situation, for example indoors or outdoors.

• The postholder may be required to carry out duties at such other places of employment in the College service as may reasonably be required.

Training

• The Facilities Officer will accept any training required to facilitate the undertaking of duties for jobs up to and including their own grade, including College-wide training such as policies and procedures.

Other Duties

• Ensure that day-to-day operational issues brought to the attention of the postholder are dealt with appropriately, such as cleanliness of facilities, heating, and lighting.

• Any other duties may include those up to and including this grade, provided such duties are within the competence of the postholder.

• Duties may change as the College develops; therefore, the person appointed will be expected to be flexible in relation to duties performed, subject to consultation.