DGP - EO - Facilities Officer - Service Delivery - Newcastle
Government is driving a radical plan to reduce cost and get more value out of the entire public estate and to enable more modern and joined up working across the Civil Service. Defra is committed to contributing to and supporting this plan, and set up Defra Group Property.
Defra Group Property is responsible for providing fit for purpose and value added estates and Facilities Management (FM) services to the Defra Group particularly as government works towards â€˜One Public Estateâ€™
Contracts in support of estates services (e.g. Facilities Management and Estates Asset Management Services) are primarily outsourced, with the team providing the Intelligent Client Function. There are some 200 premises or holdings across the estate, made up of offices, laboratories and Land.
Purpose of the Role
An Facilities Officer will work with and across all aspects of the Facilities & Management services.
Quality of services delivered to customers will be a key deliverable for the role.
Scope of the Role (general outline of an operational support EO role)
â€¢ Supporting the role of the team in the delivery of services to customers and key stakeholders at all levels
â€¢ As directed by a Service Delivery or Team Leader: Responsibility for quality of Management Information inputs, including gathering, processing, and validating information to input into reporting within prescribed timelines; Estates Dashboard; FOI (freedom of information); PQs (parliamentary questions); customer surveys
â€¢ Organise and maintain information storage and retrieval systems and ensure that information is up to date and readily accessible to facilitate departmental workflow
â€¢ Delivering secretariat outputs for identified governance boards or key site meetings, if required; including setting agendas, note taking, producing actions and monitoring outputs
â€¢ Managing records, working to defined processes and procedures; portfolio data management; financial processing which will need to be carried out within defined timelines
â€¢ Assist with preparation of Environmental Management System audits and Compliance Assurance Visits (CAV), as needed
â€¢ Act as an initial point of contact, communicating and filtering information for the team so that advice and support is delivered accurately and standards and priorities are met
â€¢ Raising and processing of purchase orders and invoices on financial systems and assisting the team in any aspect of financial management process and support
â€¢ Defra Group Estates & Facilities Teams, including Health, Safety & Wellbeing
â€¢ Working with and within a team (a team player)
â€¢ Working within a facilities management or building services environment, with some customer facing interaction â€“ although training can be given
â€¢ Understanding of health & safety
â€¢ Ability to understand own work area and how this fits within a team structure
â€¢ Self-motivated, organised, attention to detail and able to work on own initiative
â€¢ Good communication skills (orally and in writing)
â€¢ Ability to follow instruction, work under pressure and work within set processes and procedures
â€¢ Competent IT skills
Qualifications (desirable, but not essential as training can be given depending on the need of the role)
â€¢ Member of BIFM (British Institute of Facilities Management) or equivalent
â€¢ IOSH (health & safety)
â€¢ Project Management (if applicable for role)