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- Tasks: Manage facilities and health & safety operations while ensuring a clean and safe environment.
- Company: Join the prestigious Queen's College, Oxford with a focus on community and excellence.
- Benefits: Competitive salary, gym access, pension, and a vibrant university club membership.
- Other info: Flexible working hours during peak periods with opportunities for career growth.
- Why this job: Make a real difference in a historic college while developing your skills in facilities management.
- Qualifications: A-level education or equivalent experience; strong communication and organisational skills required.
The predicted salary is between 33951 - 39906 £ per year.
Main Duties and Responsibilities
- Soft Facilities Operations and Planning
- 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.
Flexibility is required during the holidays when the business becomes a 7-day per week operation and may involve weekend work.
Person Specification
- Qualifications / Education
- 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
- Desirable
- IOSH Managing Safely or equivalent
- First Aid at Work (or willingness to obtain)
- Facilities Management or related qualification
- Essential
- Experience
- 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
- Desirable
- 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
- Knowledge
- Essential
- Facilities operations and soft FM delivery
- Core H&S and fire safety principles for operational implementation
- Operational planning aligned to service demand
- Desirable
- UK workplace H&S framework (practical level)
- Facilities Management System or booking systems (e.g. Mercury)
- Manual handling standards and safe working practices
- Essential
- Skills
- 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
- Desirable
- Data handling and reporting (e.g. Excel)
- Translating guidance into practical procedures
- Event coordination and supplier management
- Essential
- Attributes
- 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
- Desirable
- Calm under pressure
- Practical, hands-on approach
- Collaborative working style
- Ownership of presentation and safety standards
- Essential
Salary and Benefits
Salary: University Grade 6 (£33,951 to £39,906 per annum) depending on qualifications and experience. A discretionary 'Queen's weighting payment' of £3,050 per annum is also provided. The post is a permanent full-time position with a 37.5 hour week and includes standard benefits such as pension, gym access, and a university club membership.
Diversity and Equal Opportunity
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. 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 from underrepresented groups are particularly welcome.
Soft Facilities and Health & Safety Manager employer: The Queen's College
Contact Detail:
The Queen's College Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Soft Facilities and Health & Safety Manager
✨Tip Number 1
Network like a pro! Reach out to people in the facilities management and health & safety sectors. Attend events, join relevant groups on social media, and don’t be shy about asking for informational interviews. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Show off your skills in person! If you get the chance, volunteer for events or projects related to facilities management. This not only builds your experience but also gives you a chance to meet potential employers and showcase your abilities directly.
✨Tip Number 3
Prepare for interviews by researching the college and its operations. Understand their calendar and peak times, so you can discuss how you’d manage staffing and logistics effectively. Tailor your answers to show you’re the perfect fit for their specific needs.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, we love seeing candidates who are proactive and engaged with our platform. Let’s get you that Soft Facilities and Health & Safety Manager role!
We think you need these skills to ace Soft Facilities and Health & Safety Manager
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your application to highlight how your experience aligns with the Soft Facilities and Health & Safety Manager role. Use keywords from the job description to show that you understand what we're looking for.
Show Off Your Skills: Don’t just list your qualifications; demonstrate how your skills in operational planning, digital systems, and health & safety compliance make you a perfect fit for us. Share specific examples that showcase your problem-solving abilities!
Be Clear and Concise: Keep your application clear and to the point. We appreciate well-structured responses that are easy to read. Avoid jargon unless it’s relevant to the role, and make sure your passion for facilities management shines through!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way to ensure your application gets into the right hands. Plus, it shows us you're keen on joining our team at The Queen's College!
How to prepare for a job interview at The Queen's College
✨Know Your Facilities Inside Out
Before the interview, make sure you understand the key responsibilities of a Soft Facilities and Health & Safety Manager. Familiarise yourself with the College's operations, especially how they manage events and maintain safety standards. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Showcase Your Problem-Solving Skills
Be prepared to discuss specific examples from your past experience where you've successfully managed competing priorities or resolved operational issues. Think about times when you had to coordinate logistics or supervise staff under pressure, as these are crucial skills for this position.
✨Highlight Your Digital Savvy
Since the role involves managing digital systems and records, be ready to talk about your experience with similar tools. If you've used systems like Mercury or have strong Excel skills, mention these. Showing that you're comfortable with technology will give you an edge.
✨Demonstrate Your Flexibility
The job requires flexibility, especially during peak periods. Be honest about your availability and willingness to work weekends or holidays. Share any relevant experiences where you've adapted to changing schedules or demands, as this will reflect your proactive attitude.