Assistant Clerk of Works in Oxford

The Assistant Clerk of Works supports the Clerk of Works, leading the day-to-day activities with the workshop team and liaising with contractors and various departments on a frequent basis to meet both planned and reactive maintenance needs. The Assistant Clerk of Works will take responsibility for the operation of the Workshop, its processes and equipment, ensuring compliance with the necessary Health and Safety regulations and safe ways of working.

The Assistant Clerk of Works is responsible for task delegation, retaining oversight of the allocation of duties in a fair and equitable way in response to demand, ensuring appropriate planning of preventative maintenance and response to emergency and routine maintenance requests. The Assistant Clerk of Works must possess the skills of a trained tradesman and can undertake minor building tasks and other hands-on tasks in support of the college operation as may be required.

Main duties and responsibilities:

• Ensuring the day-to-day work carried out by the workshop team adheres to health and safety, responsibility for risk assessments, safe systems of work, accident reporting and other mandatory requirements.
• Raising awareness within the team of health and safety requirements to ensure compliance by briefing and conducting regular toolbox talks.
• Ensure the day-to-day smooth running of the Workshop, and the safety and security of college equipment and facilities across college premises.
• In conjunction with the Clerk of Works to review regularly areas that might need attention, take corrective action as necessary; to anticipate as far as possible, problems that might occur and plan for future repairs, ensuring a proactive maintenance schedule is in place.
• To supervise and liaise with appointed contractors, especially in relation to health and safety requirements, their conduct on site and monitoring their progress in terms of quality and delivery against contract.
• To support the Clerk of Works and liaise with other Senior Managers in the management of small projects, using internal resources or supervising external contractors.
• To delegate day-to-day authority, but to retain oversight of the fair allocation of tasks among the team in response to maintenance requests or under direction from the Clerk of Works.
• To ensure the necessary action is taken in a timely, efficient, cost-effective and safe manner, in line with the agreed College procedures, with the necessary record keeping.
• To regularly report on the teams planned and reactive works, keeping a monthly snapshot of requests and completion rates.
• To deputise for the Clerk of Works during his absence.
• To conduct regular team briefings with works and priorities.
• To assist the Clerk of Works for the recruitment of new Workshop staff.
• To support the Clerk of Works in budgeting for projects across all sites.
• To delegate responsibility but maintain oversight of the weekend/out of hours call out rota including being available for emergency call outs.
• Ordering of materials and ensuring stock controls and necessary records are in place.
• To attend Heads of Department meetings when requested.
• To develop a clear understanding of the split of reactive maintenance versus planned maintenance.
• Responsible for the delivery of day-to-day plumbing, electrical, building fabric repairs, general maintenance, moves and churn, and the pest control contract.

Person Specification:

• City & Guilds in a specific building trade, with evidence of a desire to continue professional development.
• Previous experience of responsibility for delivering maintenance support in a medium sized organisation.
• Previous experience and skills to lead and motivate a team.
• Excellent communication skills including influencing and negotiating skills.
• Good administrative and written skills including IT skills (Microsoft Word and Excel).
• Excellent planning and prioritising skills, demonstrating clear thinking and good judgment in a crisis.
• Thorough knowledge and understanding of Health & Safety regulations.

Desirable:

• Ability to act as a Fire Marshall.
• First aid trained.
• Good IT skills.
• Experience of CAFM systems.

Terms and Conditions of Employment:

• This is a permanent full-time post and there will be an initial probationary period of three months.
• Hours of work: This is a permanent post, working 35 hours per week.
• Salary: Equivalent to Brasenose College salary scale, Grade 6, £35,851 – £41,806 p/a according to experience.

Benefits:

• Pension - Eligibility to USS Pension Scheme.
• Annual leave - Six working weeks (30 days) of annual leave plus 8 Statutory Bank Holidays.
• Meals - Employees are entitled to take lunch free of charge in Hall when the kitchen is open.
• Welfare Support - Employee Assistance Programme; a free confidential telephone helpline and online medical guidance.
• Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary.
• Cycle to Work Scheme/Bike Loan - monthly deductions from salary.
• Sports Facilities - access to the University Sports club.
• University Card - for discounts in shops, cafes and restaurants and University leisure facilities.