Soft Facilities and Health & Safety Manager in Oxford

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Department: Steward's Office

Grade: 6

Reports To: The Steward

Location: The Queen's College, Oxford

The College Founded in 1341, Queen's is one of the oldest constituent colleges in the University of Oxford. Its membership comprises around 350 undergraduates, 180 graduates, and 45 Fellows. The Provost and various Fellows form the Governing Body and manage the direction of the College. Queen's provides accommodation for students and various Fellows as well as maintaining extensive Library Facilities, Seminar and Meeting Rooms, Music Rooms, Common Rooms, and many other facilities to support its academic and cultural life.

The Department The Steward's Department manages the day-to-day upkeep and safety of the College's Accommodation, Teaching and Meeting rooms, social spaces as well as the Grounds both on the Main Site and at the Annexe buildings.

Purpose of the role Responsible for the effective management and coordination of the College's soft facilities function, with clear accountability for Fire, Health and Safety compliance across all associated activities. The role combines operational oversight with direct, hands-on delivery, requiring the post holder to lead a small team from the front and actively participate in day-to-day operations. Accountable for planning and executing meeting room and event space set-ups, and for overseeing the movement, removal, and procurement of furniture and equipment as directed by the Steward. Ensures close coordination with the Lodge, Maintenance Team, and other operational departments to deliver furniture movements and logistical support in line with project timelines and routine operational demands. Directly manages and deploys soft facilities and grounds assistants, organising workloads and scheduling lifting and handling tasks to minimise disruption to core College activities. Maintains a consistent on-ground presence, taking personal responsibility for safe systems of work, correct manual handling practices, and the proper use of equipment, leading by example at all times. Holds operational responsibility for implementing and monitoring Fire, Health and Safety procedures within the scope of the role. Conducts dynamic risk assessments, ensures compliance with College policies and statutory requirements, and takes immediate corrective action where standards are not met. Supports inspections, audits, and incident reporting processes, ensuring that hazards are identified, recorded, and addressed promptly. Works closely with relevant colleagues to maintain a safe environment for staff, students, and visitors. Oversees the cleanliness, presentation, and upkeep of external areas through supervision of the grounds function, ensuring that standards are maintained safely and consistently. Provides operational support for College events and deputises for the Steward in their absence, ensuring continuity of service and decision-making. This is a hybrid desk-based and multi-site operational role requiring a clean driving licence. The position includes a regular element of manual work and therefore requires a suitable level of physical capability.

Main Duties and Responsibilities

• Plan, administer, coordinate and assist with operational tasks to ensure smooth facility management.
• Maintain oversight of tidiness and cleanliness of College grounds and external accommodation areas.
• Understand the College calendar and events schedule to inform annual planning and peak staffing.
• Facilitate and assist with lifting, moving and carrying within the department.
• Assist with supervision of College events and the Triennial Ball.

Administration and Digital Systems

• Manage the Steward's Office inbox and telephone, responding to enquiries and maintaining digital task records.
• Utilise Mercury for meeting room set ups and event bookings.
• Maintain comprehensive digital records across operational areas.
• Record absences for the assistants on People First.

Logistics and Asset Management

• Oversee ordering and delivery of furniture, stationery and domestic supplies, scheduling to minimise disruption.
• Facilitate and assist with meeting room set ups for teaching, events and conferences.
• Manage student storage, including overseas storage, in conjunction with the Lodge, maintaining digital records.
• Coordinate bicycle removals with relevant departments, maintaining records and communications.
• Report maintenance issues via the designated system and monitor progress, chasing unresolved repairs.

Fire, Health and Safety Compliance

• Support Health and Safety compliance and record keeping.
• Assist and support the Steward with the Health & Safety Working Group, its agenda and papers.
• Plan and organise fire alarm testing programmes.
• Assist with fire alarm drills.
• Conduct compliance checks for Fire, Health and Safety standards and report incidents, accidents and near misses.

Staff Supervision

• Brief, supervise and monitor the assistants (soft FM and grounds), tracking tasks and maintaining records.
• Oversee Bar Staff in the Beer Cellar in the Steward's absence.

This list is not exhaustive, and may vary from time to time according to the needs of the College so a degree of flexibility is required. Flexibility is required during the vacations where the business becomes a 7 day per week operation and requires some weekend work.

Person Specification

• Essential: Educated to A-level standard or equivalent experience
• Full UK driving licence
• Fluency and accuracy in written and spoken English
• Good level of numeracy

• IOSH Managing Safely or equivalent
• First Aid at Work (or willingness to obtain)
• Facilities Management or related qualification

• Essential: Facilities, estates, or operational support in a multi-site environment
• Coordinating logistics, room setups, or service delivery
• Supervising or directing operational staff
• Managing competing priorities in time-sensitive contexts

• Experience in an Oxford College
• Supporting H&S processes and compliance checks
• Working with external contractors or advisors
• Asset management, procurement, or stock control
• Large-scale event support

• Essential: Facilities operations and soft FM delivery
• Core H&S and fire safety principles for operational implementation
• Operational planning aligned to service demand

• UK workplace H&S framework (practical level)
• Facilities Management System or booking systems (e.g. Mercury)
• Manual handling standards and safe working practices

• Essential: Operational planning, prioritisation, and coordination
• Digital systems and record management
• Clear communication across departments and suppliers
• Problem-solving in operational environments
• Accurate record keeping and audit awareness

• Data handling and reporting (e.g. Excel)
• Translating guidance into practical procedures
• Event coordination and supplier management

• Essential: Reliable, methodical, detail-oriented
• Physically capable of manual handling
• Flexible for weekend and peak-period working
• Proactive, good judgement and escalation awareness
• Able to work independently and deputise for Steward

• Calm under pressure
• Practical, hands-on approach
• Collaborative working style
• Ownership of presentation and safety standards

SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT

The salary range for this post is University Grade 6 (£33,951 to £39,906 p.a.) depending on qualifications and experience. Generally, it is expected that the successful candidate will be appointed at the entry point of the salary scale. In addition to your basic salary the College is currently paying a discretionary ‘Queen’s weighting payment’. The weighting payment is currently £3,050 per annum for employees on Grade 6, payable in equal monthly instalments.

This is a permanent full-time post. There will be an initial probationary period of six months. Only after successfully completing this probationary period will the appointment be confirmed.

The normal hours of work will be 37.5 hours per week over 5 days per week, Monday to Friday. Breaks are in line with current Working Time Regulations and are unpaid. You may be required to work additional hours when authorised and as necessitated by the needs of the business. Flexibility in work patterns will be needed when the requirements of the role demand this - such as special events and during the vacations at the weekend or for evening events.

Entitlement for full time employees is 38 days per annum (January to December) including public bank holidays. There is a requirement to take annual holiday entitlement within the Christmas College closure period. One additional day of holiday is awarded for completion of 5-, 10- and 15-years' service. Towards the end of the holiday year College may (but is not obliged to) offer to ‘buy-back’ up to 5 days of unused holiday.

One meal will be provided free of charge, to be taken either during an unpaid meal break during working hours, or at either end of a shift in the employee's own time.

1-week full pay during probation 8 weeks full pay during the balance of the first year 2nd & 3rd years' service - 12 weeks full pay plus 12 weeks half pay 4th & 5th years' service - 20 weeks full pay plus 20 weeks half pay 6th years' service and beyond - 26 weeks full pay plus 26 weeks half pay

Use of the College gym Membership of the University Club Discounted bus pass purchase scheme, a rail purchase scheme, and a cycle to work scheme (conditions apply).

The post holder will be automatically enrolled in the OSPS contributory pension scheme, from the commencement date of the appointment (subject to age requirements).

The post is subject to six-month probationary period. The following notice periods are required from you or the College to terminate your employment: Up to one month's service - no notice is required From one month's service to the successful completion of your probationary period - one week. On successful completion of your probationary period - three months The College is required to give you notice of one week for each year of service from 5 years' service up to a maximum of 12 weeks on completion of 12 years' service. You are entitled to receive the greater of this amount or that stated in section (c) of this clause.

Training will be available where required or where reasonably requested.

HOW TO APPLY:

Click 'Apply Online' at the top of this web page Complete the Introductory Statement section of the application form stating why you are interested in the post and how your qualifications and experience match our essential and desired requirements. Please study the job description and person specification and explain what skills, experience and personal qualities you would bring to the College, how they relate to the post you have applied for and demonstrate your ability to undertake the duties of the post.

The appointment will be subject to proof of the right to work in the UK, acceptable references, proof of qualifications, and the satisfactory completion of a medical questionnaire. Any enquiries about the application process should be emailed to HR@queens.ox.ac.uk The closing date for the receipt of applications is noon Tuesday 14th April 2026. Late or incomplete applications will not be accepted. Interviews We aim to hold interviews from 17th April 2026.

FURTHER INFORMATION FOR CANDIDATES:

Diversity and Equal Opportunity at Queen's College The Queen's College is an equal opportunities employer and a living wage employer. Entry into employment with the College 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. Applications are particularly welcome from underrepresented groups. We are committed to the principles of equal opportunities and respect for individuals in creating and maintaining an inclusive environment that represents a variety of backgrounds, perspectives, and skills. We value and celebrate diversity and feel that is critical to achieving our strategic aims and long-term success. The more inclusive we are, the better our work will be. The College also shares the university's commitment ‘to fostering an inclusive culture which promotes equality, values diversity and maintains a working, learning and social environment in which the rights and dignity of all its staff and students are respected.’

The university's full policy is available at https://edu.admin.ox.ac.uk/equality-policy The College invites all applicants to familiarise themselves with its equal opportunities policy, available at https://www.queens.ox.ac.uk/wp-content/uploads/2022/11/Equal-Opportuniti...

Data protection All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the General Data Protection Regulation 2018. Privacy Policy The College Privacy Policy can be viewed here: https://www.queens.ox.ac.uk/wp-content/uploads/2022/10/Applicants-for-of... All data supplied during the application process will be processed and stored in accordance with this policy.