Facilities Assistant in London

Facilities Assistant Job Description / Person Specification

Job Title

Facilities Assistant

Reports to

Facilities Manager

Responsible for

Coordinating casual staff and volunteers when required

Salary

£28,860 per annum

Hours

Full-time, 37.5 hours per week, Monday to Sunday. Regular evening and weekend work will be required to meet operational needs.

Place of Work

Community Centre, Central London

Benefits

Auto-enrolment pension, 26 days' annual leave plus bank holidays, and season ticket or bicycle loan.

• Purpose of the Role
• Support the Facilities Manager in providing a safe, compliant, well-maintained and welcoming environment for everyone using the centre.
• Carry out routine health and safety, fire safety, security and building compliance checks, maintaining accurate records and reporting concerns promptly.
• Provide practical facilities and operational support to departments, services, activities and events.
• Help maintain the cleanliness, presentation and day-to-day operation of the premises.
• Assist with internal and external room bookings, including preparing and setting up rooms.
• Help coordinate casual staff and volunteers when the Facilities Manager is absent.

Key Responsibilities Health, Safety and Compliance

• Complete scheduled health and safety, fire safety, security and building checks accurately and on time.
• Identify hazards, defects and unsafe working practices, taking appropriate action and reporting concerns to the Facilities Manager.
• Help implement actions arising from risk assessments, inspections, audits and contractor reports.
• Assist with fire safety checks, evacuation procedures, emergency arrangements and record keeping.
• Ensure communal areas, escape routes, equipment and facilities remain safe and accessible.
• Follow and promote all relevant health and safety, fire safety, safeguarding, equality, diversity and inclusion policies.
• Facilities and Building Operations
• Complete daily, weekly and monthly facilities duties, including cleaning, minor maintenance, room presentation and general building checks.
• Identify maintenance, cleaning or repair issues and report anything that cannot be resolved internally.
• Carry out minor repairs and basic maintenance within your skills and training.
• Help oversee contractors, provide access and check that work has been completed satisfactorily.
• Support the safe operation of heating, ventilation, lighting and other building systems, reporting faults when necessary.
• Help maintain the security of the building, equipment and contents, including opening and closing duties.
• Help maintain external areas and grounds, including basic gardening and keeping outdoor spaces safe and presentable.
• Support for Departments and Services
• Provide practical facilities support for activities, projects, community programmes and events.
• Work closely with colleagues to understand their operational requirements and resolve practical issues involving rooms, equipment or the building.
• Support internal events with furniture, equipment, access arrangements, deliveries and room preparation.
• Respond flexibly to urgent operational needs while ensuring essential health and safety and facilities duties remain the priority.
• Room Hire and Customer Support
• Assist the Reception and Room Hire teams with preparing and resetting rooms for internal activities and external bookings.
• Ensure rooms are clean, safe, appropriately arranged and ready for use.
• Help room users with basic facilities-related questions and refer booking, payment or contractual matters to the appropriate team.
• Provide reception cover when reasonably required, including during staff absence or lunch breaks.
• Deliver a welcoming, helpful and professional service.
• General Responsibilities
• Act as a point of contact for staff, visitors, tenants, contractors and service users regarding facilities-related matters.
• Attend relevant meetings, briefings and training.
• Use facilities systems, checklists and records effectively, suggesting practical improvements where appropriate.
• Help coordinate casual staff and volunteers carrying out facilities duties when the Facilities Manager is absent.
• Carry out other reasonable duties within the scope of the role.

Essential Skills and Experience

• An understanding of workplace and building-related health and safety.
• An understanding of the importance of completing compliance checks and maintaining accurate records.
• Some knowledge or experience of overseeing building maintenance contractors.
• An understanding of minor repairs, maintenance, heating, ventilation and other building systems, with a willingness to learn.
• Experience of providing excellent customer service.
• Good written and verbal communication skills.
• Experience of working collaboratively and providing practical support to different teams or services.
• A practical, hands‑on and flexible approach to cleaning, light maintenance and room preparation.
• Good IT skills.
• The ability to work independently and use initiative.
• Good organisational skills and the ability to prioritise essential facilities duties alongside customer and room-hire requirements.
• Flexibility regarding working days and hours when required.

Desirable Skills and Experience

• An understanding of planned preventative maintenance systems.
• Knowledge of mechanical and electrical systems.
• Training or experience in building or facilities management.
• An understanding of IT systems and equipment.
• A full UK or EU driving licence, ideally including permission to drive a minibus.
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