To ensure that required facility services are provided to appropriate buildings, including the provision of an efficient Post Room and Courier Service.
Duties and Responsibilities - Job Specific
1. To undertake security functions for the offices and associated grounds and annexes, ensuring safe custody of keys, operation of building alarms and opening and closing (securing and un-securing) of buildings in accordance with opening and closing times as directed.
2. To provide the emergency call-out response when required during out of hours periods.
3. Assist in the proper operations of the building through the use of building management systems (BMS), including but not limited to; heating and lighting controls, closure of doors and windows, operations of emergency exits, testing and recording of alarms and other statutory requirements as instructed.
4. Provide a focal point for all operational building related queries ensuring they are reported appropriately in line with current processes and procedures.
5. Identify and report faults, deficiencies and defects in respect of the building and services in accordance with the appropriate process or procedure.
6. Act as point of contact for contractors and/or visitors as directed, ensuring correct documentation is completed, particularly in respect of control of contractors.
7. Prepare buildings, rooms, halls, etc., for meetings / functions / weddings including the provision of refreshments if requested. This will also include the lifting / rearranging of furniture.
8. To provide additional support to the Council’s internal Print Unit (as and when required).
9. To ensure an adequate supply of paper and other consumables are available for the fleet of photocopiers/printers within the Bodlondeb offices.
10. To ensure all waste material is disposed of properly and to maintain outside rubbish bin areas ensuring all waste is placed in the appropriate bins for disposal.
11. Maintain outside driveways, car parks, main entrances and other access areas to ensure they are free form obstructions and kept in a presentable manner, this includes, leaf clearing, weeding and gritting and snow clearing during periods of ice and snow. All activities are to be undertaken in accordance with the safe working practices which is determined through risk management processes.
12. To maintain the display of national and other flags and raise and lower them as directed.
13. Assist in the receipt of mail and deliveries to the site and the onwards delivery to the correct department, and to undertake all functions relating to the dispatch of outgoing mail from the Council’s Central Post Room.
14. Provide other logistical services as requested, within capabilities and timescales, and in line with safe working practices and procedures. Also to ensure the safekeeping of the Council vehicle and all deliveries whilst in transit, and to undertake daily vehicle safety checks as instructed.
15. Carry out basic administrative tasks such as data entry / use of facilities management information systems, completion of worksheets, timesheets and other simple documentation etc.
16. To take part in any action required should the Council’s Civil Contingency Plan be activated.
17. To attend any meetings / courses deemed relevant to the post.
Duties and Responsibilities – Corporate
1. To be responsible for establishing good working relationships both internally and externally and providing excellent customer service.
2. Compliance with the Authority’s Policies and Procedures and to make known to Senior Officers any areas which are not adequately covered.
3. To participate actively in supporting the Authority’s principles and practices of equality of opportunity as laid down within the Equality, Diversity and Inclusion Policy.
4. To be responsible for the application of Health & Safety practices and risk assessments within the daily operations, sharing a common responsibility for Health & Safety across the department, directorate and Authority as a whole.
5. Employees will be required to give certain information relating to themselves in order that the Authority may properly carry out its duties, rights and obligations as an employer. The Authority will process and control such data principally for personnel, administrative and payroll purposes.
6. As a term of your employment and in order to maintain effective departmental operations, you may be required to undertake any other reasonable task, commensurate with your grade, as determined by your Line Manager or Head of Service.
7. Conwy is committed to safeguarding children and vulnerable groups. All Council employees are expected to be aware of the Corporate Safeguarding Policy and their responsibility to report any concerns in the appropriate manner and timescales.