Job title: Facilities Officer
Status: Full time, 40 hours per week, Permanent
Team: Estates and Facilities
Reports to: Estates Management
Main Location: London Bridge
Direct reports: Cleaning Supervisor and Janitor
Departmental budget holder: No
Departmental budget holder: No
Position purpose:
The position of Facilities Officer exists to provide high quality, professional and courteous first point of contact
service to all students, staff and visitors to GSM London campus. This is an excellent opportunity for someone
with good customer service and problem solving skills wishing to develop themselves within a highly successful
organisation. Facilities experience is desirable but NOT essential, a reliable individual with a good can do attitude
is very important.
Position accountabilities:
Accountability
Customer Service
Planning/Contract
Management
Key activities

Provide Reception first point of contact, assistance for visitors, students and
staff to our London Bridge study Centre.

Develop good relations with both staff members and students of the College

Record promptly in Computer Aided Maintenance System (CAFM) and building
issues reported or discovered during site walks/inspections.
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Respond to all customer enquiries in a timely manner; clearly communicating
general information
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Book venue spaces and hospitality where required for staff meetings/events
Maintain appropriate levels of office supplies

Adjust BMS (Building Management System) where climate control adjustment
are requested
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Record/Distribute incoming deliveries
Collect/Frank outgoing post

Monitor and record visitor/contractor access and maintain security awareness

Ensure the protection of property against damage, loss and theft
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Regularly inspect facilities ensuring they in good condition for the start of the
working day/terms.
Report issues from inspections where unable to resolve directly
Audit teaching areas (where changes have occurred) prior to the start of term
updating venue spreadsheet where required
Coordinate contractors on site
Undertake routine inspections of the site including daily maintenance checks

Record the allocation of keys/passes/fobs

Price compare costs for goods and services where required

Maintain lists on Emergency Contacts, First aiders and Fire Wardens

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Accountability
People and resource
management
Regulatory compliance
Key activities

Monitor the deployment of facilities and cleaning staff, external contractors and
service providers to ensure best value and service is achieved

Continually seek to improve resourcing options and achieve efficiencies by
maintaining quality but driving down costs

Monitor the productivity and quality of work of team members, taking any
necessary action to ensure adherence to deadlines and high quality service is
achieved

Ensure appropriate response and action is taken to mitigate estate down time

Manage the relationship with outsourced vendors such as maintenance, pestcontrol, and service contractors

Maintain and update spreadsheets and key documentation ensuring that they
are kept up to date

Monitor and review building systems, processes and methods of operation to
ensure a safe and healthy environment is maintained and that all statutory
requirements are met and logs maintained

Ensures that site safety is paramount to all operations carried out under their
control

In the absence of other Estates personnel assume the Incident Controller
role, responding in a timely manner to any emergency situation/s that impact
site or users.

Directing, coordinating and planning essential central services such as
reception, security, maintenance, mail, archiving, cleaning, catering, waste
disposal and recycling

Ensuring the building meets health and safety requirements and that facilities
comply with legislation

Checking that agreed work by staff or contractors has been completed
satisfactorily and following up on any deficiencies

Coordinating and leading teams to cover various areas of responsibility
Stakeholder
Engagement

Build and maintain strong relationships with all key internal and external
stakeholders
GSM London good
citizenship

Hold personal accountability to ensure a continual focus on enhancing the
student experience through actions, words and behaviour.
Site management
Accountability
Key activities
Health and Safety

In conjunction with the Head of Estates and Facilities, ensure that GSM’s
Health and Safety policies and procedures are properly and fully
complied with and that all work by and within the campus is carried out in
accordance with good Health and Safety practices

Co-ordinate and ensure compliance with all Health and Safety, first aid
and fire procedures

Coordinate all routine health and safety matters reported or noted and
ensure that they are rectified or recorded promptly, prioritised and
actioned and / or submitted to the relevant manager for action

Carry out Risk Assessments, DSE Assessments, Inductions, spot checks
and on-site contractor supervision as required or requested by the Head
of Estates and Facilities

Ensure that weekly fire alarm tests and periodic building evacuation
exercises are carried out and recorded in accordance with the Health
and Safety policy; take any follow-up action necessary through the
external monitoring service or Fire Alarm contractor as necessary

In the event of Fire Alarm activation during working hours, to be point of
contact with the Fire Service and to brief and / or escort them on arrival.

Become First Aid trained, deal with any first aid matters and liaise with
emergency services; ensure that all accidents, incidents or “near misses”
are properly recorded and that first aid supplies and boxes are
maintained to adequate levels
Key stakeholders:
Internal:

All building Users
Knowledge, skill and experience requirements:
Essential:

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Reliable
Customer focused
Sound knowledge of Excel, Word, Power Point
Willing First Aider
Good communicator
Organised with strong attention to detail
Desirable:

Facilities experience/Property Management.
Key behaviours:

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Customer focus
Results Orientation
Attention to detail
Planning and Organising
Influencing and Negotiating
Initiative
Computer literacy
Financial literacy and numeracy
Literacy and Numeracy