Facilities & Estates Management Officer

The Facilities and Estates Management Officer will play a pivotal role in ensuring the operational efficiency, safety, and resilience of the organisation’s multi-site estate. Reporting to the Estates Manager, you will oversee day-to-day facilities operations, with a dedicated focus on maintaining rigorous Health and Safety standards and robust Business Continuity planning. You will be instrumental in supporting imminent office relocations and ensuring that our workspaces remain compliant, functional, and secure for all staff and visitors.

As a Facilities and Estates Management Officer, you will provide essential operational support within the Commercial department, acting as a key link between strategic estate goals and daily functional delivery. Your primary focus will be the proactive management of our sites in Glasgow and Newcastle, ensuring that all hard and soft facilities management (FM) services meet statutory requirements and service level agreements. A significant portion of this role involves leading on Health and Safety (H&S) compliance—conducting risk assessments and audits—and developing the organisation’s Business Continuity framework to ensure service resilience during disruptions.

• Maintenance & Operations
  • Oversee the delivery of day-to-day soft and hard services (cleaning, maintenance, security, and waste management), ensuring a high standard of service is maintained;
  • Support the Estates Manager in the planning and execution of office relocations, including floor planning, asset tagging, and on-site coordination of removal contractors;
  • Manage desk-booking systems and office space utilisation, ensuring the environment supports hybrid working models effectively;
  • Use Space Planning experience to optimise how rooms and offices are used to ensure the best workflow.
• Health, Safety, and Compliance
  • Act as the departmental lead for Health and Safety, ensuring all premises remain compliant with UK legislation (e.g., Fire Safety, COSHH, and RIDDOR). Ensure Risk Assessments are up to date and regularly evaluating fire safety, water hygiene (Legionella), etc;
  • Coordinate and conduct regular site inspections, risk assessments, and health and safety audits, ensuring all identified actions are tracked and resolved;
  • Manage the First Aid and Fire Warden networks, ensuring adequate cover and up-to-date training across all sites;
  • Statutory Compliance: Keeping meticulous records to prove the site meets legal regulations (e.g., gas safety certificates and electrical testing);
  • Site Security: Overseeing CCTV, access control systems, and physical security measures.
  • Monitor the performance of external FM contractors against KPIs and SLAs, identifying areas for improvement or cost-efficiency without compromising safety;
  • Energy Efficiency: Monitoring utility usage and implementing 'green' initiatives to reduce the organisation’s carbon footprint;
  • Review and process facilities-related invoices, ensuring expenditure remains within the delegated budget and provides Value for Money (VfM).
• Business Continuity & Resilience
  • Develop, maintain, and regularly test Business Continuity Plans (BCP) to ensure the organisation can maintain essential functions during emergencies or system failures;
  • Coordinate the Incident Management team response during facilities-related disruptions, acting as a point of contact for emergency services and landlords.

• Estate & Facilities Experience: Proven experience in managing facilities operations (hard and soft services) within a complex or multi-site environment;
• Health & Safety Expertise: Strong working knowledge of UK Health and Safety legislation and experience in implementing safety management systems or conducting formal risk assessments;
• Business Continuity Planning: Experience in developing or maintaining business continuity plans and a clear understanding of risk management principles;
• Project Coordination: Demonstrable experience in supporting estates-based projects, such as office fit-outs, relocations, or major maintenance cycles;
• Stakeholder Management: Excellent communication skills with the ability to manage external contractors and build collaborative relationships with internal teams like IT, HR, and Security;
• Professional Qualification: A Level 4 (or higher) qualification in Facilities Management (e.g., IWFM) or a recognised Health and Safety qualification (e.g., NEBOSH General Certificate or IOSH Managing Safely).

A minimum 60% of your working time should be spent at your principal workplace. Although requirements to attend other locations for official business will also count towards this level of attendance. Alongside your salary of £47,250, Infected Blood Compensation Authority contributes £13,688 towards you being a member of the Civil Service Defined Benefit Pension scheme. Premium allowance paid monthly after probation. Learning and development tailored to your role. An environment with flexible working options. A culture encouraging inclusion and diversity. A Civil Service Pension which provides an attractive pension, benefits for dependants and employer contributions of 28.97%. 32.5 days of paid annual leave plus 8.