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Job description and selection criteria Job title Facilities Assistant Division Gardens, Libraries and Museums (GLAM) Department Ashmolean Museum Location Grade and salary Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH Occasional working at Osney Mead Industrial Estate Grade 2: £22,631 - £22,681 per annum Full time (36.5 hours per week) Hours On rare occasions this role may need to work evenings, weekends and bank holidays when there’s a requirement. Contract type Permanent Reporting to Maintenance Manager Vacancy reference 168320 Please note that the postholder is required to have a known consignor status in this role which involves a satisfactory basic DBS check and a full 5-year referencing. See page 5 for further details. Additional information You are required to submit a CV and a supporting evidence form using the attached template (or a supporting statement) with your application, outlining how you meet each of the selection criteria for the role (see the ‘How to Apply’ section for further details). Please contact the recruitment team if you require the job description in an alternative format. Closing date 12.00 midday GMT Monday 29 January 2024 Job description Overview of the role The Facilities Assistant is a position within the Ashmolean Facilities Team, who are responsible for the Facilities Management (Hard FM and Central Services) of the museum’s estate within Oxford. The Facilities Team ensure that buildings are running efficiently, are proactively maintained and remain fit for purpose. Due to the nature of the role and the museum environment, good communication skills are critical to establish good working relationships within the team, across the museum, with University Estates Services and external specialist contractors. Reporting to the Maintenance Manager, you will be responsible for carrying out Central Services administrative tasks, porterage, cleaning, contractor liaising and supporting the maintenance team. The work you carry out will be normally be assigned by the maintenance manager, however, you will also be expected to use the Facilities Helpdesk system and react to requests as they come in. There are also opportunities to be involved in internal departmental projects. Therefore, self-motivation and good IT skills are essential. You will participate in 1:1’s with the line manager, weekly team meetings and the annual personal development reviews (PDR). Ashmolean Facilities Team structure Head of Buildings and Facilities Maintenance Manager Facilities Apprentice (Electrical) Maintenance Lead Technician Central Services Manager Maintenance Technician Facilities Assistant Responsibilities Central Services Support • Enter planned works into the museum’s Artifax booking system and onto the Ark (Sharepoint intranet) as detailed. • Respond to general enquiries in regard to Central Service such as Milk deliveries, Water coolers and Central Services Consumables. • Assist the Central Services Manager with data entry into asset management and CAD systems. • Assist with the museums waste management of general, recycling, confidential and bulk waste. Page 2 of 10 Porterage • Moving of large/ heavy items either delivered to the staff entrance or loading bay to their required destination. • Assist activities such as office moves across the museum estate. Using lifting equipment – trollies, pump trucks and sack trucks etc. Cleaning • Close daily liaison and follow up with our external contracted cleaning team and supervisor to ensure required standards are maintained. • Provide a ‘rapid response’ cleaning request should the cleaning contract staff not be available. • Hoovering dust from the technical compartments and tops of the museums showcases. • Assist the museums washroom contractor during their weekly visits. • Plinth cleaning when required Presentation • Ensure that the forecourt, main entrance and staff entrance are tidy, clean and presentable. • Ensure that the lecture theatre and boardroom are tidy, clean and presentable. • To always wear clean and presentable Ashmolean Facilities uniform. • Carry out daily building inspections and either resolve or pass on any issues. Health and Safety • Follow all internal risk assessments and method statements (RAMS) when carrying out works in the buildings, and attend relevant safety courses when required. Participate in the creation, review and updating of the RAMS with the Maintenance Manager. • Receive contractors upon arrival occasionally provide indirect supervision of them whilst onsite ensuring that all works are carried out safely by adhering to our health and safety standards. • Liaise with the museums internal Health and Safety team and the University’s Safety Office when required. Work Ethic • Liaising and building effective working relationships with the Facilities Team, internal museum staff, University Estates Services, contractors and any stakeholders with regards to the museum buildings. • Careful and planned approach to all works within the sensitive museum environments taking care and precaution at all times. Informing the relevant departments of any works which may impact the public or other departmental operations. • Pro-actively seek training opportunities and attend training course for personal and professional development purposes. Ad-Hoc • In exceptional circumstances escorting external contractors whilst on site. • Assisting the Facilities Maintenance Technicians on maintenance tasks. • Any other duties commensurate with the grade of this post as requested by a Manager. Other duties • Participate in a regular Annual Review • Undertake any necessary training identified • Comply with health and safety regulations Page 3 of 10 • Comply with the policies and procedures set out in the Handbook for University Support Staff/Academic Related Staff • Any other duties that may be required from time to time commensurate with the grade of the job The Ashmolean Museum reserves the right to make reasonable amendments to the job description in consultation with the post-holder at any time. Selection criteria Essential selection criteria • Previous experience working in a busy environment with good written and verbal communication. • The ability to work alone, be self-motivated, and equally enjoy working as a team. • Comfortable working at heights - using ladders, tower scaffolding and mobile platforms. • Ability to use standard computer programmes, Microsoft office, other site-specific software packages where software specific training will be given. • Awareness of health and safety regulations. • Attitude to learn Facilities Management and proven ability to follow instructions. Desirable selection criteria • Experience working in Facilities Management. • Experience of using a helpdesk system. • Experience of working with external contractors. Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service (OHS), and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: • Working at heights - ladders, tower scaffolding and the museums mobile evaluated working platform. • Lone Working Page 4 of 10 • Regular manual handling • Work with allergens - Eg dust • Work with any substance which has any of the following pictograms on their MSDS: Additional security pre-employment checks This job includes duties that will require additional security pre-employment checks: • A satisfactory basic Disclosure and Barring Service check due to packing works in a high security area of the museum Additional background checks – Known Consignor checks Please note that this post is subject to checks necessary for the successful post holder to have known consignor status. You will therefore be required to provide employment and/or education history going back for a full 5 years in your application. Page 5 of 10 The Ashmolean Museum The Ashmolean Museum Who we are: Open since 1683, we are the University of Oxford’s Museum of art and archaeology. Situated in the heart of the city, we are an iconic cultural destination open to everyone every day. With c.900,000 visitors a year (pre-Covid), we are the most visited university museum in the world. What we do: We preserve and share our collections and knowledge to promote research, learning and enjoyment. Why we do what we do: To illuminate our shared humanity. We have three strategic pillars: Collections: We care for, develop, and widen access to our collections. Research and Teaching: We enable, lead and deliver world-class research and teaching. Audiences: We provide engaging and inspiring experiences for increasingly diverse audiences. In the next five years, we have five enabling priorities: 1. To support, develop and inspire our teams; 2. To promote equity and value diversity in all that we do; 3. To ensure we have the resources to deliver our work; 4. To work towards our commitment to achieve net zero carbon by 2035. Our environmental responsibility will inform our actions; 5. To ensure we have a building and infrastructure fit for purpose and our future. For more information visit https://www.ashmolean.org/ About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, Page 6 of 10 commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation Gardens, Libraries and Museums (GLAM) The Gardens, Libraries and Museums (GLAM) group includes the providers of the major academic services to the divisions, and also departments with responsibilities including, but extending beyond, the immediate teaching and research needs of the University. The collections embodied within these departments are an essential part of the University’s wider nature and mission. They are part of its heritage as the country’s oldest University and now form a resource of national and international importance for teaching, research and cultural life; they also make a major contribution to the University’s outreach and access missions. For more information please visit: https://www.glam.ox.ac.uk/home How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). All applications must be received by midday UK time on the closing date stated in the online advertisement. Supporting Statement Please note that if you do not upload a completed supporting statement and a CV, we will be unable to consider your application for this role. Page 7 of 10 The inclusion of the supporting statement and CV is a mandatory step in the online application process. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description in your supporting statement. All applications must be received by 12:00 midday (GMT/BST) on the closing date stated in the online advertisement. References Please give the details of two people who have agreed to provide a reference for you. If you have previously been employed, your referees should be people who have managed you for a considerable period, and at least one of them should be your formal line manager in your most recent job. Otherwise they may be people who have supervised you in a recent college, school, or voluntary experience. It is helpful if you can tell us briefly how each referee knows you (e.g. ‘line manager’, ‘college tutor’). Your referees should not be related to you. Your referees will be asked to comment on your suitability for the post and to provide details of the dates of your employment; and of any disciplinary processes which are still considered ‘live’. We will only take up references at offer stage. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly on recruitment@ashmus.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Relocation At the moment, the Ashmolean Museum is not offering relocation expenses to this post. Important information for candidates Page 8 of 10 Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Photographs: Copyright Ashmolean Museum, University of Oxford Page 9 of 10 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staffbenefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/ Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk Page 10 of 10
An exciting opportunity has arisen to join the Facilities team in the Ashmolean Museum! About the role The Facilities Assistant is a position within the Ashmolean Facilities Team, who are responsible for the Facilities Management (Hard FM and Central Services) of the museum’s estate within Oxford. The team ensures that buildings are running efficiently, are proactively maintained and remain fit for purpose. In this role, you will be responsible for supporting the Central Services Manager in administration, carrying out Soft-FM tasks such as porterage, cleaning, building checks, contractor liaising and supporting the maintenance team with staff requests. This is a permanent, full-time position, working 36.5 hours per week. There are extensive opportunities for training and personal development, this is an ideal opportunity for anyone seeking to start a career in the Facilities/Central Services Management profession. Please feel free to contact Roger Essex ( roger.essex@ashmus.ox.ac.uk) for an informal chat about the role. For general enquiries or process-related enquiries, please contact our Recruitment Team ( recruitment@ashmus.ox.ac.uk) About You You will need the ability to work flexibly, be self-motivated, and be able to think on your feet. You must have a careful and planned approach to your work, being understanding of the sensitive nature of working around priceless artefacts. You should be comfortable working at heights, enjoy engaging with the public and be computer literate. What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: An excellent contributory pension scheme 38 days of annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans More information is available at https://hr.admin.ox.ac.uk/staff-benefits Diversity Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example, shared parental leave. How to apply You will be required to upload your CV and a supporting evidence form using the attached template (or a supporting statement) as part of your online application. Your supporting evidence form should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Only applications received online by 12.00 midday (GMT) on Monday 29 January 2024 can be considered. Interviews are expected to take place during the week commencing 5 February 2024.
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An exciting opportunity has arisen to join the Facilities team in the Ashmolean Museum! **About the role** The Facilities Assistant is a position within the Ashmolean Facilities Team, who are responsible for the Facilities Management (Hard FM and Central Services) of the museum’s estate within Oxford. The team ensures that buildings are running efficiently, are proactively maintained and remain fit for purpose. In this role, you will be responsible for supporting the Central Services Manager in administration, carrying out Soft-FM tasks such as porterage, cleaning, building checks, contractor liaising and supporting the maintenance team with staff requests. This is a permanent, full-time position, working 36.5 hours per week. There are extensive opportunities for training and personal development, this is an ideal opportunity for anyone seeking to start a career in the Facilities/Central Services Management profession. Please feel free to contact Roger Essex ( roger.essex@ashmus.ox.ac.uk) for an informal chat about the role. For general enquiries or process-related enquiries, please contact our Recruitment Team ( recruitment@ashmus.ox.ac.uk) **About You** You will need the ability to work flexibly, be self-motivated, and be able to think on your feet. You must have a careful and planned approach to your work, being understanding of the sensitive nature of working around priceless artefacts. You should be comfortable working at heights, enjoy engaging with the public and be computer literate. **What We Offer** As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: * An excellent contributory pension scheme * 38 days of annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans More information is available at https://hr.admin.ox.ac.uk/staff-benefits **Diversity** Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example, shared parental leave. **How to apply** You will be required to upload **your CV and a supporting evidence form using the attached template (or a supporting statement)** as part of your online application. Your supporting evidence form should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Only applications received online by 12.00 midday (GMT) on Monday 29 January 2024 can be considered. Interviews are expected to take place during the week commencing 5 February 2024.
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