Facilities Manager

Job Title:Facilities Manager

Salary: £35,000/year

Hours:  Full time, 35 hours per week, 5 days per week on-site (including occasional ad hoc out of office hours work)

Reporting to: Deputy CEO

Aim of post: To ensure effective maintenance and safe usage of our building and facilities, including health and safety management, as well as promotion of facilities to third parties (hall and meeting room hire), and facilities support to colleagues.

About Claremont Project:

Claremont Project is a community arts and wellbeing charity delivering a wide range of arts and wellbeing activities to Islington residents aged 55+, as well as a low-cost psychotherapy service for Islington residents aged 18+. Housed within a refurbished large building in the heart of Angel, Islington, the charity generates vital income through lettings and the hiring of rooms and halls. Central to our work is the Relational Approach and this informs the style and delivery of all our services.

The role:

The role of Facilities Manager is to manage the single site Claremont Project, which hosts the Claremont Project staff team, service users, tenants, and external hall hirers and visitors. The Facilities Manager is the driving force behind the day-to-day operational management of the building, including the security, maintenance, health and safety, and sourcing of contractors at the best value for money (which includes an external cleaning company). The Facilities Manager is also responsible for marketing and managing room bookings, with the aim of maximizing the use of our assets for income.

The role covers the following areas of responsibility: -

1. Premise and facilities management Health and safety Hiring of halls & meeting rooms, with invoicing and reconciliation.
2. Office management and supplies

Who we’re looking for:

The ideal candidate will have:

• Proven experience in successful operations and facilities management, including building maintenance.
• Easy/quick access to reach Claremont for rare out of hours emergencies.
• Formal H&S training and will have delivered Health and Safety provision in a similar setting. (We can provide IOSH and other training, as needed.)
• Be highly organised, proactive, and able to manage unexpected challenges effectively.
• Confident, friendly, and approachable with excellent communication and interpersonal skills.
• Be able to take a full ownership of facilities function, ability to self-manage, whilst ensuring their manager is kept up to date with progress, through minimal long arm supervision support.
• Be a team player, who takes initiative, with a “can do” attitude.
• An excellent proficiency in MS Office applications. (We can provide training on Xero if that is new to you.)

Key Responsibilities:

Premises and facilities management:

• Lead on day-to-day maintenance and operations of our busy community centre.
• Conduct regular inspections, address mechanical and other issues through routine and responsive/preventative maintenance.
• Ensure cyclical, planned, and unplanned repairs and maintenance requirements are responded to efficiently.
• Manage external contractors (such as the external cleaning contractors), fostering positive relationships and ensuring value for money.
• Purchase and maintain cleaning equipment and supplies.
• Ensure the site is secure and that the alarm system and CCTV is regularly serviced and maintained, acting as a point of contact in case of all call-out or emergency. (We have an external Keyholding service which provides out-of-hours support and our alarm systems dial directly to them in the first instance.)
• Manage keyholder access, security procedures and emergency action plans.

Health and safety:

• Responsibility for all Health and Safety of the site including the review, update and development of compliant Health and Safety policies and procedures.
• Be responsible for external competent suppliers providing and maintaining fire extinguishers, emergency lighting, and other fire safety equipment
• Responsibility for running and logging fire alarm tests and evacuation drills, as well as weekly call point tests/silent alarm tests.
• Ensure all necessary First Aid equipment and supplies are maintained.
• Ensure building users and contractors are aware of Health and Safety protocols.

Hiring out of halls & meeting rooms:

• Responsibility for managing bookings of meeting spaces and hall hiring.
• Maintain the shared hall and room booking system (Skedda). Induct hall hirers including issuing and retrieving keys, running through health and safety issues and fire alarm procedures.
• Create and issue accurate invoices, enter deposits and other transactions in Xero.
• Produce a weekly petty cash expenditure report, maintain the records, and maintain adequate petty cash amounts.
• Build and sustain strong relationships with hirers to nurture repeat bookings.
• Market our meeting spaces to both new and existing clients.

IT & Office management:

• Manage office equipment and supplies and champion sustainability initiative to reduce environmental footprint.
• Ensure that office equipment such as photocopiers are working properly and supplied with paper/toner.

Other Duties:

• Attend staff meetings and work as part of the team at our users’ parties and other charity social events.
• Model and embed Claremont’s Relational Approach, values, and behaviours. (Training will be given in the Relational Approach.)
• Maintain confidentiality of information relating to service users, staff, and any sensitive issues.
• Share in our commitment to promote wellbeing, safeguarding adults at risk of harm.
• There may be rare occasions when you may be required to be present on site beyond normal working hours or to attend the site on a weekend.
• To be trained and act as one of our First Aiders and Fire Wardens.
• Cover some of the duties of colleagues from time to time if they are temporarily away.

Hours required/budgeted and pay rate:

• 5 days/week, 35 hours/week plus lunch break.
• Normal hours are 9am-5pm
• 25 days holiday, plus Bank Holidays, and other benefits, as described in the Employee Handbook (subject to any qualifying work period).

Training will be given in Claremont’s processes as well as in Xero and Skedda. Prior knowledge of some bookkeeping would be advantageous but is certainly not essential - the tasks are usually quick and easy.

Closing date for applications: Midnight, Sunday 18th February