Facilities Supervisor

Expiring today

Canterbury, Kent
£23,066 - £25,940
10 Feb 2021
28 Feb 2021
Contract Type
Full Time

Facilities Supervisor                          

Location: Canterbury        

Hours of work: 36.25 (working in a shift basis) 

Grade: 5 (£23,066 - £25,940) 

Reports to: Assistant Facilities Manager (AFM)

Ref: 21-AAAA1402G-0053-1


Statement of Job Purpose:

You will be part of the Estates and Facilities team working in a shift basis employed primarily on the University. However, you may be asked if necessary, to travel and work at other University locations.

To manage a team of facilities assistants ensuring the upkeep of the facilities and maintenance of campus, residential buildings, and grounds to an excellent standard. To provide Facility Services with support from the Assistant Facilities Manager and Facilities Manager.


Responsible for the day-to-day operation of the Campus and its buildings providing leadership and guidance for the Facilities Assistants.

Ensuring all statutory, planned, and reactive building maintenance inspections and works are completed safely, cost effectively and to the agreed KPI’s and Service Level Agreement to keep the buildings optimised for teaching and learning.

Day to day line management and supervision of the campus Facilities Assistants including overseeing shift patterns, rotas, leave, absences, personal development and discipline matters.

On behalf of the University to act as a Health & Safety Duty Manager (HSDM) for the Campus outside core working hours.

Carry out Health & Safety tasks as required by the Assistant Facilities Manager and Facilities Manager and in alignment with the University’s Policies and Procedures.

Manage the process of statutory building fabric inspections and recording of information from statutory checks which include plant and other machinery. Escalating any remedial works.

Managing the delivery of statutory fire alarm bell tests, drills, and evacuations including fire exits, fire doors inspections, external fire escapes etcin line with the University Fire Safety Strategy. Maintaining detailed and accurate records of each function completed.

Adhere to the Campus Estates & Facilities Asbestos Management Plan by reviewing asbestos registers to identify any risks associated with the possible disturbance of asbestos containing materials (ACM’s).

Be aware of the University’s procedure for the prevention of Legionella and carry outany duties as identified within the Estates & Facilities Management.

Responsible for the security of the campus buildings and assisting with the management of issuing and collection of keys, appropriate use of the software system for cards and any other access control systems. Ensuring all appropriate records are kept up to date and carry out lock repairs, installations and replacement as required.

Ensure that CCTV equipment, intruder alarms, fire & life safety system(s) and any other related equipment/systems are fully operational and escalate any unresolved matters.

Manage Facilities Assistants involved in refurbishment tasks to achieve objectives and specified standards.

Required to be a member of the primary response out of hours “on-call” rota, attending the campus in the event of an emergency. This includes providing clear communication and timeline of events and actions taken, escalating unresolvable issues to the secondary responder for further support in line with the University Emergency Response & Incident Management Procedure (UERIMP).

Responsible for managing and supervising approved contractors, coordinating their visit to site, organising site inductions, issuing “permit to work” and being the 1stpoint of contact for contractors and whilst on site.

Use of IT and specialised software Systems for ordering/procurement (Agresso), card access (SALTO), BMS (Trend) etc.

Managementof trade refuse disposal and promoting the University Sustainability Strategy to minimise landfill waste and increase recycling opportunities.

Be responsible for planning, managing and collection of WEEE etc waste across the Estate and in accordance with the Estates and Facilities Waste Management plan. Support and promote the University Sustainability Policies, including the Carbon Management Plan, and carry out any relevant duties in a resource efficient way, recognising the shared responsibility of minimising the University’s negative environmental impact where possible.

Responsible for Campus Facilities Team PPE including keeping records of issued uniform in accordance with Estates & Facilities Staff Uniform Procedure.

To carry out aspects of grounds maintenance, including as a minimum; use of machinery, power tools, sprayers etc.

Supervision of the campus car parks and car parking services/ permits.

Manage the use of the University owned campus vehicles including Fork-Lift and van usage. This will include checking of documentation, booking usage, reporting faults/damage, and maintaining detailed and accurate records of each function completed. Monitor and implement effective Facilities Teams operative management to optimise resources with the use of electronic ticketing task system and to ensure the productivity and wellbeing of the workforce. 

Actively participate in labour management and information on CAFM systems operated by the University, including managing Facilities Assistants’ rota and prompt completion of their paperwork (timesheets). 

Manage critical and essential material stock levels and follow the universities procurement process in placing orders with preferred suppliers to establish best value for money. 

Establish working relationships with key contacts within the University (Schools/Departments) and other stakeholdersto provide operational support in the delivery of their functions, improve service levels in a professional and courteous manner. Maintaining, at all times, excellent customer focus and being an ambassador for the Estates & Facilities department.

Cover and support various events, in and out of normal working hours, such as Open Days, Freshers’ Fairs, Applicant Days, Fashion Shows and any other ad hoc events as required. This will include setting up of rooms such as furniture and any associated equipment as well as ensuring building is accessible and operational for the event including adequate lighting, heating, and general building services.

Managing and supervising goods inwards and outwards service including processing internal and external deliveries and delivering as required.

Actively contribute to & implementing the continuous improvement of Estates & Facilities Services by identifying opportunities for more effective working practices within the Facilities Team. This will include contributing to the development of key processes and service monitoring.

Cover for the Assistant Facilities Manager during periods of absence.

Working with the Assistant Facilities Manager to organise regular Facilities Assistants’ Team meetings taking notes of agreed actions and following up implementation.

General Duties

Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.

Abide by University policies on Health and Safety; maintaining and promoting Equality and Diversity (to include promoting best practice within the team).

To attend training courses as required to maintain the ability to carry out the role. Undertake the training of others in areas relating to the team’s work and carrying out toolbox talks. Perform other duties occasionally which are not included above, but which will be consistent with the role.

Work with the Assistant Facilities Manager in managing the performance, induction, and development of theFacilities team.

Support and guide team members in welfare issues, escalating, as necessary.

Verify Facilities Staff timesheet and maintain data for planning and improvement purposes.

Coordinating staff leave and absences to ensure operational business requirements are not compromised.

Ensuring that team members comply and adhere to University’s policies and procedures.

Responsible for promoting a positive work culture.

To undertake such other duties commensurate with the role.

The closing date for receipt of applications is 28th February​ 2021

For further details and to apply for this post please visit our website https://jobs.ucreative.ac.uk

The University actively encourages staff development and training. You are expected to participate in training and development activities as necessary to meet job, institutional and personal development. Training and development are primarily focused as developing you in your present role.  However, some part of the long-term training strategy of the University includes identifying personal development needs that will improve your performance and skills as an employee of the University.

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