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**Are you ready to make a difference in a facility support role?** We are seeking a Facilities Support Assistant to join our dedicated and diverse team. This role is pivotal in ensuring our university buildings run smoothly and provide a safe, welcoming atmosphere for students, staff, and visitors. The University of Oxford is a renowned institution with an international reputation for excellence. We are dedicated to addressing global challenges through innovative research and innovation, from reducing our carbon emissions to developing vaccines during a pandemic. As a Facilities Support Assistant, you will be at the heart of our mission to support world-class education and research. Your contributions will directly enhance the daily experiences of our university community. You will work closely with a supportive team that values teamwork, integrity, and innovation. **Job Title:** Facilities Support Assistant **Department:** Estates Services, Facilities Management **Grade & Salary:** Grade 3 - £26948 - 27838 **Location:** Manor Road Building (and related FM Ops sites), Oxford, UK. **Contract Type:** Permanent **Hours:** Part-Time; 20 hours per week **About Us** The University of Oxford’s Estates Services department provides facilities management services for the University’s estate. Our facilities teams take pride in maintaining a professional, efficient and welcoming environment for staff, students and visitors across our sites. We are looking for someone who shares our commitment to providing excellent service and upholding the University’s standards. You will be part of a growing facilities management function with opportunities to develop your skills and career within the department. The University of Oxford is a world-leading educational institution with a mission to engage in research and education for the benefit of society. Join us and you’ll become part of a diverse, international community, with access to excellent benefits and a stimulating culture. **About the Role** We are looking for a proactive Facilities Support Assistant to join our team providing front-of-house services at our Manor Road Building and the St Cross Building. As a Facilities Support Assistant, you could work across a number of University sites managed by FM Operations. The standard working week for this role is Monday to Friday; 14:00 – 18:00. Reporting to the Senior Facilities Manager, your responsibilities will include: * Providing excellent customer service to staff, students and visitors * Carrying out general building checks and maintenance tasks * Leading on locking and securing the buildings each evening * Setting up rooms for meetings and events; including food and drinks. * Assisting with cleaning duties and external area upkeep * Following health and safety procedures * Being flexible to cover for teammates and work overtime when needed * Have a working understanding, or the willingness to learn basic controls on the building systems – i.e. BMS, Planon etc * Fault-finding at a basic level on IT/AV equipment * Liaise with University Suppliers and service providers as appropriate * You will be trained to be a first aider and a fire warden for the buildings at site * This role will involve some manual handling and lone working however training will be provided. The role involves occasionally handling alcoholic beverages. **About You** You will have: * The ability to work independently with minimal supervision * Excellent interpersonal and customer service skills * The confidence to complete some manual handling duties * Strong communication skills to be able to confidently communicate to members of the public, students and academic staff with courtesy and politeness * Positive attitude with a flexible approach to your work * Adaptable to changing priorities * Great timekeeping and reliability * Be well presented and be able to deal effectively, efficiently and calmly with a wide range of visitors and staff It would be desirable to have: * Basic DIY skills such as picture hanging, furniture building etc. * Good IT and admin skills e.g. email and internet search **Application Process:** To apply for this position, please submit the following documents as part of your online application: • 1x Covering letter/supporting statement • 1x Curriculum vitae (CV) • Contact details of two referees (only contacted if you are successful) Only applications received **before 12:00pm on Friday 29th November 2024 can be considered.** Interviews will be conducted in-person in Oxford on Wednesday 4 December 2024. If you're looking for a fulfilling role where your skills make a real impact, please apply.
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Are you ready to make a difference in a facility support role? We are seeking a Facilities Support Assistant to join our dedicated and diverse team. This role is pivotal in ensuring our university buildings run smoothly and provide a safe, welcoming atmosphere for students, staff, and visitors. The University of Oxford is a renowned institution with an international reputation for excellence. We are dedicated to addressing global challenges through innovative research and innovation, from reducing our carbon emissions to developing vaccines during a pandemic. As a Facilities Support Assistant, you will be at the heart of our mission to support world-class education and research. Your contributions will directly enhance the daily experiences of our university community. You will work closely with a supportive team that values teamwork, integrity, and innovation. Job Title: Facilities Support Assistant Department: Estates Services, Facilities Management Grade & Salary: Grade 3 - £26948 - 27838 Location: Manor Road Building (and related FM Ops sites), Oxford, UK. Contract Type: Permanent Hours: Part-Time; 20 hours per week About Us The University of Oxford’s Estates Services department provides facilities management services for the University’s estate. Our facilities teams take pride in maintaining a professional, efficient and welcoming environment for staff, students and visitors across our sites. We are looking for someone who shares our commitment to providing excellent service and upholding the University’s standards. You will be part of a growing facilities management function with opportunities to develop your skills and career within the department. The University of Oxford is a world-leading educational institution with a mission to engage in research and education for the benefit of society. Join us and you’ll become part of a diverse, international community, with access to excellent benefits and a stimulating culture. About the Role We are looking for a proactive Facilities Support Assistant to join our team providing front-of-house services at our Manor Road Building and the St Cross Building. As a Facilities Support Assistant, you could work across a number of University sites managed by FM Operations. The standard working week for this role is Monday to Friday; 14:00 – 18:00. Reporting to the Senior Facilities Manager, your responsibilities will include: Providing excellent customer service to staff, students and visitors Carrying out general building checks and maintenance tasks Leading on locking and securing the buildings each evening Setting up rooms for meetings and events; including food and drinks. Assisting with cleaning duties and external area upkeep Following health and safety procedures Being flexible to cover for teammates and work overtime when needed Have a working understanding, or the willingness to learn basic controls on the building systems – i.e. BMS, Planon etc Fault-finding at a basic level on IT/AV equipment Liaise with University Suppliers and service providers as appropriate You will be trained to be a first aider and a fire warden for the buildings at site This role will involve some manual handling and lone working however training will be provided. The role involves occasionally handling alcoholic beverages. About You You will have: The ability to work independently with minimal supervision Excellent interpersonal and customer service skills The confidence to complete some manual handling duties Strong communication skills to be able to confidently communicate to members of the public, students and academic staff with courtesy and politeness Positive attitude with a flexible approach to your work Adaptable to changing priorities Great timekeeping and reliability Be well presented and be able to deal effectively, efficiently and calmly with a wide range of visitors and staff It would be desirable to have: Basic DIY skills such as picture hanging, furniture building etc. Good IT and admin skills e.g. email and internet search Application Process: To apply for this position, please submit the following documents as part of your online application: • 1x Covering letter/supporting statement • 1x Curriculum vitae (CV) • Contact details of two referees (only contacted if you are successful) Only applications received before 12:00pm on Friday 29th November 2024 can be considered. Interviews will be conducted in-person in Oxford on Wednesday 4 December 2024. If you're looking for a fulfilling role where your skills make a real impact, please apply.
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Job Description _________________________________________________________________________ Summary Job title Facilities Support Assistant Division University Administration and Services Department FM Operations, Estates Services Location The Manor Road Building and associated sites Grade and salary Grade 3 Hours Part-time hours; 14:00 – 18:00, Mon to Fri. Contract type Permanent Deputy Senior Facilities Manager Reporting to Vacancy reference Additional information 176488 Workplace may be any OU building as per operational requirement Out of hours working may be required About Us The University of Oxford’s Estates Services department provides facilities management services for the University’s estate. Our facilities teams take pride in maintaining a professional, efficient and welcoming environment for staff, students and visitors across our sites. We are looking for someone who shares our commitment to providing excellent service and upholding the University’s standards. You will be part of a growing facilities management function with opportunities to develop your skills and career within the department. The University of Oxford is a world-leading educational institution with a mission to engage in research and education for the benefit of society. Join us and you’ll become part of a diverse, international community, with access to excellent benefits and a stimulating culture. 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 for your financial future • 38 days annual leave (inclusive of public holidays) • Personal and professional development opportunities • A comprehensive range of childcare services for working parents • Generous family leave for pregnancy, adoption, paternity, and shared parental leave • Cycle loan scheme to encourage sustainable commuting • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs The role We are looking for a proactive Facilities Support Assistant to join our team providing front-of-house and soft FM services at the Manor Road Building. As a Facilities Support Assistant, you could work across a number of University sites managed by FM Operations. The standard working week involves 20 hours of work taking place from 14:00 – 18:00 Monday to Friday. The building is does open on weekends during term time and overtime hours are sometimes available too. Reporting to the Deputy Senior Facilities Manager, your responsibilities will include: • Providing excellent customer service to staff, students and visitors. Personal interaction with customers, both internally and externally. • Carrying out general building checks and maintenance tasks • Leading on locking and securing the buildings each evening • Setting up seminar rooms for lectures and events as required. This includes hospitality table setup; which can involve the handling of alcoholic beverages. • Supervise and assist in general cleaning duties as required in the buildings, including toilets and kitchenettes. • Following health and safety procedures. • • Assist the Building Supervisor in maintaining a high standard of service to the building users as required. Proactively identifying areas for improved presentation or requiring some form of maintenance. Being flexible to cover for teammates; including the Receptionist on the main reception desk. • Have a working understanding, or the willingness to learn the basic controls of the building systems – i.e. Card access controls. • Fault-finding at a basic level on IT/AV equipment • Liaise with University Suppliers and service providers as appropriate. • You will be trained to be a first aider and a fire warden for the building • This role will involve some manual handling and lone working, however training will be provided • Uniform and PPE is required to be worn for the role and this will be provided by the University. October 2024 2 Responsibilities • Providing excellent customer service to staff, students and visitors. Personal interaction with customers, both internally and externally. • Carrying out general building checks and maintenance tasks • Leading on locking and securing the buildings each evening • Setting up seminar rooms for lectures and events as required. This includes hospitality table setup; which can involve the handling of alcoholic beverages. • Supervise and assist in general cleaning duties as required in the buildings, including toilets and kitchenettes. • Following health and safety procedures. • • Assist the Building Supervisor in maintaining a high standard of service to the building users as required. Proactively identifying areas for improved presentation or requiring some form of maintenance. Being flexible to cover for teammates; including the Receptionist on the main reception desk. • Have a working understanding, or the willingness to learn the basic controls of the building systems – i.e. Card access controls. • Fault-finding at a basic level on IT/AV equipment • Liaise with University Suppliers and service providers as appropriate. • You will be trained to be a first aider and a fire warden for the building • This role will involve some manual handling and lone working, however training will be provided • Uniform and PPE is required to be worn for the role and this will be provided by the University. Selection criteria Essential selection criteria • The ability to work independently with minimal supervision • Excellent interpersonal and customer service skills • The confidence to complete some manual handling duties • Strong communication skills to be able to confidently communicate to members of the public, students and academic staff with courtesy and politeness • Positive attitude with a flexible approach to your work • Adaptable to changing priorities • Great timekeeping and reliability • Be well presented and be able to deal effectively, efficiently and calmly with a wide range of visitors and staff It would be desirable to have: • Good IT and admin skills e.g. email and internet search October 2024 3 Desirable selection criteria • DIY skill. 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. If you have previously worked for the University we will also verify key information such as your dates of employment and reason for leaving your previous role with the department/unit where you worked. 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, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: • • • • Regular manual handling Power tools The use of ladders Working with COSHH items which may have any of the following pictograms on their MSDS • October 2024 4 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, 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 cutting-edge. 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. Estates Services Estates Services is responsible for the management and strategic development of the University’s functional and commercial estate, comprising 440 buildings, and associated infrastructure. The University’s functional buildings include specialist research buildings, teaching laboratories and lecture halls, sports facilities, libraries and museums, administrative and ceremonial buildings. Commercial properties include graduate accommodation, office space, warehouses and agricultural land and property. The day-to-day responsibilities of Estates Services include managing the capital building programme, aimed at delivering world class new buildings; repairs and maintenance, including upkeep of some of the finest buildings in the city; facilities management for a number of University buildings; the provision of central services such as mail room services; maintaining a safe and secure physical environment; the allocation of space for departmental use; property acquisitions, disposals and leases; accommodation for graduate students at eight sites, as well as housing for key staff; conserving Wytham Woods and University Parks, and managing gardens and landscapes across the estate; carbon reduction strategies across the University and helping staff and students to make sustainable workplace and travel choices. For more information please visit: http://www.admin.ox.ac.uk/estates Facilities Management at the University of Oxford Standing regulations in the form of ‘The Estates Regulations’ are issued by the Building and Estates Sub Committee (BESC) under the authority of Council, which apply to all University buildings within the functional estate. The Estates regulations divide the responsibilities for maintaining University buildings between BESC (delivered by the Estates Services) and the occupying department. This is embedded as common practice within the University. OUES deliver, in general ‘Hard FM’ services and are responsible for Mechanical, Electrical and structural disciplines. ‘Soft’ services’, day to day maintenance, Health and Safety and management of departmental specific equipment are a departmental responsibility. The departmental responsibilities are the services OUES FM provide and are the remit for this post. October 2024 5 OUES Facilities Management – Background The Estates Services has a growing responsibility for Facilities Management (FM) throughout the University’s estate. Historically, FM has been largely organised locally, by occupying departments. The benefits of a professional approach to FM are now more widely recognised, however significant opportunities still remain. The Estates Services currently have responsibility for the provision of the FM function for approx. 20% (120,000 sqm) of the current functional estate. This has increased year on year as departments recognise the benefits of a professional FM service and of their existing FM managers becoming part of a broader FM team. The centrally managed FM function has been restructured to allow this service to continue to grow and to maximise opportunities for efficiencies and sharing of resource. For more information please visit www.admin.ox.ac.uk/estates/facilitiesmanagement University Administration and Services University Administration and Services (UAS) is the collective term for the central administrative departments of the University. UAS comprises structures to: Support the University’s core academic purposes of teaching, learning and research; Ensure the University can meet the requirements of government, funding bodies and other external agencies; and Facilitate the attainment of the objectives set out in the University’s Strategic Plan. October 2024 6 How to apply Applications are made through our online recruitment portal. Information about how to apply is available 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) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. If you currently work for the University please note that: - as part of the referencing process, we will contact your current department to confirm basic employment details including reason for leaving although employees may hold multiple part-time posts, they may not hold more than the equivalent of a full time post. If you are offered this post, and accepting it would take you over the equivalent of fulltime hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. 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 advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly uashr@admin.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. October 2024 7 Important information for candidates 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-privacypolicy. 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 of 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. October 2024 8 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It 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 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 dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector (see https://hr.web.ox.ac.uk/family-leave). Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high-quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is 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. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society October 2024 9
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