Vacancy: Facilities Support Manager – Infrastructure and Facilities at University of Birmingham (Closed)

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university.  We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential.  With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate.  We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working.  In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site.  On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham 

Job Context

Based in the Medical School, Infrastructure & Facilities office and reporting to the Operations Manager (Facilities) you will be joining a dynamic, fast paced environment which covers a wide range of duties in supporting the management of the College estate. Core elements of the role will include access control, key management, responding to face-to-face requests from students, staff, visitors and contractors and helping to maintain the Facilities inbox.

Job Summary

You will manage facilities support for the department including implementation of the Health and Safety Policy and the development and delivery of minor work projects. In order to flexibly use resource, you may be offered the opportunity to work elsewhere in the department or University.

Main Duties

• If in a supervisory role, you will line manage all staff and take responsibility for co-ordinating and prioritising the work of others, normally as the head of a small team or sub-unit of a team.  If not in a supervisory role you will still be expected to act as a role model and coach members of the team.
• Working closely with relevant managers, oversee the development and delivery of minor work projects, and support on larger projects. Working with colleagues, other departments, and external contractors you will develop the project brief and monitor that the standard of work meets requirements. Where appropriate, coordinate work schedules against the department’s priorities, organise relocation of staff and equipment during work to ensure minimal disruption to department business. 
• Provide support for your manager(s) in promoting sustainability across your area.
• Provide support for accessibility issues, including understanding the requirements and developing solutions.
• Ensuring stock levels are maintained for Facilities managed items and procure goods through the University system. Liaise with contractors and other internal suppliers to provide services to required standards.
• Maintaining accurate records, produce reports and statistics relating to the facilities operation using a service management tool where available.  As required, ensure Management Information is available to all relevant stakeholders.
• Monitoring service standards and working with internal customers to ensure that the Facilities service is effective and efficient.
• You may be required to organise office moves, working with customers to understand their requirements, ensure the appropriate resource is deployed, providing regular updates to relevant managers and stakeholders.
• Providing facilities support for events and activities.  Maintaining an oversight of planned events and providing facilities support assessing impact on daily activities and identifying mitigating actions
• Taking responsibility for allocated elements of health and safety implementation and documentation. Working with colleagues to deliver a suitable and compliant process.
• Liaising with colleagues at all levels to ensure effective management of facilities including cleaning, security and co-ordination of essential maintenance and shutdowns at times which minimise impact on services. This may involve managing a range of complex issues to ensure the organisation can focus on its core activities.
• Evaluating and making recommendations on new developments relating to facilities management, briefing managers and implementing agreed changes to procedures.
• Providing specialist input to project teams and implementing actions relating to facilities management.
• You may liaise with colleagues in other institutions – to share and develop expertise in all areas of facilities management.
• As required, reset furniture in a wide variety of rooms, on at least a weekly basis.
• Supports equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.
• Any other duties as may reasonably be expected by the relevant manager.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ or level 3 national diploma, or relevant facilities work experience evidencing the skills and ability to undertake the role.
• Minimum of GCSE grade C/4 in Mathematics and English at GCSE or equivalent level 2 qualification.
• Demonstrable experience of working in a facilities or buildings management role, including experience of project work.
• In-depth knowledge of Health and Safety legislation; a Health and Safety qualification such as IOSH would be an advantage.
• Membership of a recognised Facilities Management Association eg British Institute of Facilities Management would be an advantage.
• Experience of managing budgets and procuring goods.
• Highly proficient IT skills including Microsoft packages. The post holder should also be confident and able to quickly learn new IT skills and software packages as required as in-house systems are used for procurement.
• Excellent verbal and written communication skills, including the ability to write for different audiences, and to required deadlines.
• Excellent analytical skills with the ability to evaluate the service offered and identify improvements.
• Excellent interpersonal skills. You will need to inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.
• Ability to understand policy and procedures and how to apply these.
• Understands the importance of equality and diversity in the workplace.
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.

Further particulars can be found here

Informal enquires to Andrew Francis, email: a.r.francis@bham.ac.uk

Valuing excellence, sustaining investment

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.