Facilities Management Officer - Part Time (Grade E2)
Application Deadline: 12 January 2025
Department: Chief Executive's Office
Employment Type: Permanent - Part Time
Location: Edinburgh - Office Based
Compensation: £22,833 - £26,890 / year
Description
We are a public body of around 170 people based at an attractive and welcoming office in central Edinburgh (Haymarket). Over the past five years we have adopted a hybrid working model and become a much more geographically dispersed workforce. We will be reviewing our accommodation needs over the next 18 months, in light of these changes and with our next lease break point coming up in 2026, to ensure that we continue to provide appropriate facilities, based in Edinburgh, which support the organisation to deliver its mission and our colleagues to work at their best.
Following the retirement of the previous postholder, SFC is looking for an experienced professional to lead on all aspects of our day-to-day facilities management and to help ensure we operate to the highest standards of health and safety.
This role is located within SFC’s core services team. The contract is for 21 hours per week. We will expect to agree a work pattern on appointment: we are open to the role being worked anything between three full days and five part-time days per week. The postholder will be expected to work on site for the majority of their time but there will be flexibility for some home-based working as business needs allow. The postholder will work closely with colleagues in Human Resources and Information Systems, as well as our cross-organisational business support function led by the Senior Business Manager. The post will report to the Head of Human Resources, who has named responsibility for health and safety and is responsible for chairing the Health and Safety Committee.
Key Responsibilities
* Manage the day-to-day operation of SFC’s office space, ensuring it operates effectively and efficiently and provides a safe working environment for all employees and official visitors. This includes:
* Planning, coordinating and directing all essential services including security, maintenance, cleaning, recycling and waste disposal.
* Ensuring SFC staff have access to the appropriate office equipment to do their job – including furniture, stationery, sanitising wipes etc.
* Ensuring appropriate security measures are in place: including secure door entry systems, staff entry passes, and appropriate training/induction for all staff.
* Acting as first point of contact with the landlord’s appointed Building Manager for routine tenant issues, representing SFC at tenant meetings and taking appropriate action as required.
* Ensuring all staff are informed of any relevant office or tenant issues of which they need to be aware.
* Responding to emergencies or immediate issues as they arise, and ensuring appropriate follow-through actions are completed.
* Provide day-to-day leadership for all health and safety matters. This includes advising on all aspects of compliance with HSE legislation, maintaining appropriate risk registers, ensuring the smooth operation of the business of the Health and Safety Committee, ensuring appropriate workstation assessments and equipment checks are undertaken in the office and for those working from home, advising on and monitoring employee health & safety training needs and providing appropriate induction to new colleagues.
* Ensure all facilities-related goods and services are procured and managed appropriately. This includes project-managing, supervising and coordinating the work of contractors and service providers, and checking that work has been completed to the agreed standard.
* Maintain register of physical assets (including fixtures, fittings, furniture and IT equipment) and liaise with Finance to report on depreciation.
* Assist with the maintenance of the Business Continuity Plan. This may include advising on best practice and supporting routine updating and testing of the plan.
* Provide support for office transformation projects where appropriate. For example: investigating the availability and suitability of options for re-modelling; investigating alternative workspaces in partnership with SFC and/or FM colleagues in other bodies; and managing changes to the office space while ensuring minimum disruption to core activities.
Skills, Knowledge and Expertise
It is important through your CV / Cover Letter that you give evidence of proven experience of each of the following essential criteria:
* Experience of managing a facilities function or working effectively as part of a facilities team, ideally with a relevant qualification in Facilities Management and/or Health & Safety.
* Excellent oral and written communication skills, including the ability to use effective interpersonal skills to build and sustain good working relationships with internal and external stakeholders.
* Effective organisational and project management skills, with the ability to plan pieces of work and coordinate their implementation with a number of different stakeholders.
* Ability to work well under pressure, with the flexibility to manage a diverse range of priorities and react positively to change.
* Good IT skills (MS Outlook / Word / Excel).
Benefits
Normal full-time hours of work are 35 per week. We will consider flexible working arrangements. A flexi-time system is in operation.
Annual leave entitlement of 26.5 days pro-rata, rising to 30 days pro-rata after 2 years’ continuous service. Public and privilege holiday entitlement of 13 days pro-rata.
A flexible approach to hybrid working, giving you flexibility to work from home anywhere in the UK for some of the time while also maintaining regular in-person contact with colleagues.
Annual pay review: approved within the framework of the Scottish Government’s Public Sector Pay Policy and negotiated with our recognised trade union, Unite. Salaries are reviewed annually in April for employees who commence employment prior to 1 October in the preceding year.
Eligibility to join the Civil Service Pension Scheme. With its low member contribution rates and generous employer contributions, this gives you a secure, inflation-proof pension for life with no investment uncertainty. Details of contribution rates together with further details of the pension benefits are available on the Civil Service Pensions website. There is also the option of a Partnership pension account.
Support for continuous professional development: as a part of SFC, we are dedicated to providing comprehensive support for continuous learning and professional development. Civil Service-Learning curriculum has thoughtfully designed to cater to various learning preferences, allowing employees to engage in a manner that best suits their needs. All our educational resources are conveniently accessible through the CSL website.
Support for health and wellbeing, including generous occupational sick pay, free access to confidential advice and support through our 24/7 Employee Assistance Programme, Special Leave (paid and unpaid), a contribution to learning outside work through our Lifelong Learning Fund, free winter flu vaccination, and access to occupational health support.
We provide support to SFC employees with Volunteering Days.
Support for travel to and from work, including a salary sacrifice cycle loan scheme, cycle storage and shower facilities, an interest-free loan for bus or rail season tickets and free office car parking for employees on a first-come basis.
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