Reporting To: Head of Estates
Job Purpose:
The post holder is a key member of the Estates Team, required to manage the reactive, cyclical, and compliance maintenance programmes relating to all property and land within the Estate. The role is responsible for the management of the Property Services Helpdesk enquiry and telephone response service, responding to and delivering appropriate facilities management services, compliance, and general maintenance services, including upkeep of property records, associated finance records, and the statutory reporting on sustainability targets for the Trust, whilst also delivering an efficient and effective administrative support service to Estates as a whole. The role is responsible for the management and active monitoring of the Trust’s use of energy in all forms, by proactively ensuring our utility and vehicle contracts are cost-effective and sustainable. The post is also responsible for managing the Trust’s centralised Cleaning Team, plus maintenance, facilities, and cleaning contractors as required. The role directly manages the Property Services Assistant, the Cleaning Team Leader, and the Administrator in order to ensure efficient delivery of all services provided by Property Services. The post holder works together with all Estates colleagues to ensure that all services provided by the Estates Team are efficiently delivered to an exceptionally high standard, deputising for the Estates Manager as required.
Knowledge, Skills and Experience
Qualifications
* Clean driving licence (Essential)
* First aid at work certificate (Essential)
* IOSH/NEBOSH – Managing Safely or similar (Essential)
* Current PAL IPAF Certification to include 1a/1a+/1b/1b+/3a/3a+/3b/3b+/PAV/H (Essential)
* SSSTS or SMSTS Certification (Essential or willingness to qualify)
Key Responsibilities
Operational Accountability
* Provide support to the management of the reactive and cyclical maintenance programmes and the building conservation projects including providing life cycle costings, cleaning operations, facilities management, and vehicle records.
* Ensure all services and systems e.g. electrical, gas, fire, water, and mechanical, are tested and comply with current regulations and specific requirements endorsed by the SBT insurance provider.
* Maintain the approved contractor compliance checklist, to ensure insurance details and other statutory requirements are met and maintained.
* Responsibility for supporting the Estates Manager with the stabilisation and recovery processes immediately following any significant building or land-related incident.
* Accountable for the work and professional development of the Property Services Assistant, the Cleaning Team Leader, and the Administrator.
Financial Responsibility
* Monitor routine department expenditure and analyse this data to assist with the Department budget preparation and forecasting processes.
* Budget responsibility – as delegated.
* Manage all invoices, energy usage monitoring, and the processing of purchase orders.
Customer Service
* To work with Departments across the organisation to ensure that property and facilities requests are dealt with promptly to ensure that a good first impression to visitors is maintained.
* To be proactive in seeing things that need to be done.
Team and Personal Development
* To work with stakeholders across the organisation to understand personal and team contribution to the delivery of property care, facilities management, and SBT Strategy.
* To work alongside the Health and Safety Officer, and HR Team in connection with: fire evacuation plans, fire risk assessments, fire marshal and ‘evacuation’ chair training, emergency procedures, and related equipment and training.
* To be responsible for your own personal development through the SBT’s Performance and Development Review process.
Values
You will display the Trust’s values during your time at work, your interactions and communications, as follows:
* Outward-facing - Embracing and promoting engagement, openness, inclusivity, and diversity.
* Ambitious - Exuding ambition, action, and forward thinking.
* Innovative - Celebrating and exploring ideas, imagination, dialogue, adventure, and achievement.
* Collaborative - Working effectively together to ensure Shakespeare’s legacy, relevance, and impact.
* Excellent - Pursuing excellence in all we do.
* Responsible - We act responsibly, in the best interests of the Trust, embracing ownership and accountability.
Job Description Agreement
The Shakespeare Birthplace Trust retains the right as a condition of your employment to require you to undertake such other duties as may be expected of you in the post mentioned above, or in a similar post within the Trust. This job description was prepared in September 2023 and may be amended in light of changing circumstances following discussion with the post holder.
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