Projects & Facilities Manager

Post Title: Projects & Facilities Manager
Reporting to: Town Clerk
Responsible for: Senior Outside Services & Maintenance Warden, Outside Services
& Maintenance Warden x2, caretaking and contracted cleaning services
Hours: 25 per week (and may include some evening, weekend, bank holiday, and out of hours work as directed or required).
Salary: SCPs 25-28 – £35,235 to £37,938 fte
Primary place of work: The Manor House, Dawlish

Applications will remain open until the vacancy is filled.

Main Purposes of Role

• to coordinate the implementation of a variety of Council and/or Committee initiated projects
• to assist the Town Clerk in ensuring the efficient management of the Town Council’s facilities and assets in accordance with all statutory requirements
• to be the responsible person for adherence to various Health and Safety including Fire, Asbestos, Legionella and other safe systems of work
• to develop relationships between Dawlish Town Council and principal authorities and others for the benefit of the management of the Council’s assets and facilities.

Main Duties

• to attend, advise, and clerk the Council’s Civic Amenities Committee, and Manor House & Riverside Centre Committee and progress any actions arising
• to identify, make recommendations to and deliver the resolutions of the Council’s Civic Amenities Committee including, but not limited to, the provision of decorative (including Christmas) lighting, banners, flags, bunting and other promotional resources, with support from the administrative officers.
• to prepare orders, specifications and contracts as appropriate with administrative support from the Administration and Finance Officers relating to any Council initiated project;
• to assess quotations and tenders received from contractors and other suppliers in accordance with the Council’s Financial Regulations
• to liaise with and assist the Finance & Administration Officer in maintaining and updating the Council’s assets register
• to monitor spending on all aspects of the job role against the approved budget and discuss with the Town Clerk / RFO as required
• to assist the Town Clerk / RFO with the annual budget preparation
• lead key holder for all the council’s owned and leased assets
• responsibility for managing the Council’s Waterfowl function, and Outside Services Team, as determined by job descriptions to include annual appraisals and monthly 1:1s
• responsibility for managing the Council’s caretaking and cleaning services at the Manor House, and Riverside Centre
• Responsible for ensuring the Town Council complies with all statutory legislation in respect of its facilities and assets
• Responsible for ensuring all plant tools and mechanical aids are fit for purpose and compliant
• To ensure all contractors used for work on Council property have suitable public liability insurance, risk assessments, and follow all relevant H&S regulations.
• To ensure Health & Safety requirements are implemented, monitored, and adhered to in Council buildings and grounds:
  • Undertake inspections and risk assessments where required.
  • Be responsible for the Legionella testing where applicable
  • Undertake H&S and risk management training as required.
• To undertake First Aid training as required and be a nominated First Aider for the Council.
• To act as Fire Officer for the Council and attend training as required:• Take responsibility for ensuring suitable fire safety & emergency procedures are in place for Council buildings.
  • Ensure fire alarm systems are tested and serviced regularly.
  • Where required liaise with the fire alarm service contractor.
  • Ensure all testing and servicing is carried out as required and records are kept up to date
  • Take charge of procedures in the event of an emergency evacuation
  • to manage the Council’s caretaker and cleaning services
• Responsible for the development, and implementation of a comprehensive 5 year+ programme of rolling maintenance including refurbishment and enhancement opportunities
• Responsible for reactive repairs to the Councils facilities and assets
• To manage and oversee provision of maintenance contracts on behalf of the Town Council
• to assist the Council and Town Clerk in delivering any emergency planning support in line with approved policy and agreed protocols
• to coordinate, inform and update other authorities, emergency services and partner organisations as appropriate

General duties

• to undertake such other duties and responsibilities as may be required and which are consistent with the general level of responsibility of this role and the needs of the Council
• to attend (including evening) meetings of the Council and its Committees as appropriate
• to convene or attend meetings, as appropriate within the community to promote partnership working and effective communications
• to prepare and produce reports and associated supporting materials for Council meetings
• to maintain personal and professional development to meet the demands of the job
• to establish and maintain effective working relationships within and outside the organisation, always engendering a team spirit.
• to uphold the Council’s core policies and procedures / maintain and process records accurately

Contacts

• The postholder will be required to present an appropriate, positive image of the Town Council dealing with all contacts in a professional and respectful manner.
• Internal contacts: Councillors, officers of the council
• External contacts: contractors, suppliers, representatives of partner organisations and other local authorities, businesses, and members of the public

Notes

The Town Council reserves the right to alter the content of this job description, after consultation, to reflect to the job or services provided without altering the general character or level of responsibility.

The post may include some evening, weekend, and bank holiday work.

The postholder will be required to undertake appropriate training in connection with any aspect of the job role.

PERSON SPECIFICATION

 

Qualifications

Essential

• Educated to A-Level
• Other relevant qualifications in the subject field

Desirable

• Educated to degree level
• Sector specific qualifications (IOSH Managing Safely etc)

Experience / Knowledge

Essential

• Minimum 3 years’ experience in a relevant field
• Knowledge and evidence of the application of H&S at work act 1974 including COSHH, risk assessing, method statements
• Contract management and procurement
• Facilities management planned maintenance
• Experience of budget management

Desirable

• 5 years’ experience in similar job role without a degree
• Understanding of local government processes and procedures
• Experience of working within a political environment
• Chapter 8

Administration and Organisational Skills

Essential

• Good workload management skills.
• Successful project management
• Confident problem solver
• Time management skills
• self-motivated, punctual, reliable, and able to maintain confidentiality
• Ability to work on own initiative, as well as being a good team player

Communication

Essential

• Excellent inter-personal, written, oral, keyboarding and reporting skills.
• Effective communication with elected members, council officers, the public and the media.

Desirable

• Experience of giving presentations to all age groups.

Flexibility and Responsiveness

Essential

• Attendance at evening meetings
• Willingness to work weekends and bank holidays where required, and be called out in emergencies
• Ability to work as part of a team, and cover for colleagues when required.

Information Technology

Essential

• Computer literate
• Proficient use of Microsoft Office suite

Desirable

• Experience of using electronic health and safety management systems, inventory systems

Special requirements & employee screening checks required for successful applicant

Essential

• Ability to travel (car etc)
• Right to work in the UK
• Qualifications check
• References

General Requirements

 

Salary

The post is graded on a full-time equivalent, annual incremental scale, subject to satisfactory performance, as follows:

SCP25 – £35,235
SCP26 – £36,124
SCP27 – £37,035
SCP28 – £37,938

These amounts will be pro-rata based on working 25 hours per week (and may include some evening, weekend, bank holiday, and out of hours work as directed or required).

Terms and Conditions

The appointment will be subject to the terms and conditions laid down in the NJC for Local Government Services as supplemented by local agreements and by the rules of the organisation.

Annual Leave

The post attracts an annual leave entitlement of 23 days per year (pro rata) plus public holidays.  This rises to 26 days (pro rata) following 5 years continuous service.

Pensions

Dawlish Town Council is an “Admitted Body” to the Local Government Pension Scheme.

Medical Fitness

The person appointed will be required to complete a confidential medical declaration form and the appointment may be dependent on the issue of a satisfactory report from the Organisation’s medical adviser if necessary.

Probationary Period

The appointment is subject to a six-month probationary period pending satisfactory service.

Notice to Terminate Employment

The post holder is required to give 3 month’s notice of the termination of their employment.  The minimum period of notice to which the post holder is entitled is one month, increasing after four years’ service by one week for every subsequent year up to a maximum of 12 weeks.

Travel

You should have the ability to travel if the need arose during your employment.    All fares will be reimbursed on production of a valid receipt.  Where a car is used, you will be paid the casual user mileage rate applicable at the time of claim.

 

Applications will remain open until the vacancy is filled.