About the job

Job summary

We are currently looking for a Facilities Services Supervisor to join our facilities team within UHSA. The Facilities Team is responsible for delivering high quality day-to-day essential services across three RCE sites at Chilton, Leeds and Glasgow. The Chilton site and its occupants provide Environmental Public Health Category 1 response for U.K Government emergencies and is also the base for UKHSA colleagues from the Thames Valley Health Protection Unit, UK Cancer Registry, National Drug Treatment Monitoring Centre and others.

 

As the Facilities Supervisor you will oversee the administration of Facilities contractors delivering cleaning, grounds maintenance, routine servicing of plant and equipment, routine maintenance of fire alarm, routine regulatory testing and keeping of records, office administration, issuing of passes  and  access  cards  and keeping  records  of  waste,  management  of  the  Helpdesk and greeting of visitors and engineers and procurement for the Section and so much more!

Location

This post will be based on site at the UKHSA Chilton office, Chilton, Didcot, Oxfordshire , OX11 0RQ.

 

Specialist or regional roles will be based at the appropriate UKHSA site. For certain roles, some additional flexibility may be possible, which will be agreed upon with the hiring manager based on individual requirements and business needs.

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*

Job description

As the Facilities Services Supervisor your main responsibilities will include:

• Keep and update records of maintenance reports, fault reports, purchasing records, capital bids, capital jobs,  smaller  works,  work  requisitions,  contractor  day  sheets,  quotes,  work permits, letters etc. These records are both paper and electronic and cover CRCE sites at Chilton, Leeds and Glasgow. Record data to ensure all regulatory and legislative requirements for Facilities Services and Engineering functions are met.
• Keep records of staff locations and requests for office moves through the F282 system
• Type letters and faxes and create documents and spreadsheets as requested.
• Book hotels, flights and hire cars as requested ensuring the person travelling has copies of confirmations.
• Provide the first point of contact for staff and internal visitors to the office. Deal with their request in an appropriate and timely manner.

• Answer telephone calls and take messages. Provision of reminders to other team members for various tasks.
• Liaise with all levels of staff and management to ensure Facilities Services tasks are carried out smoothly.
• Ordering of visitor stationery, badge holders, franking machine items and other goods and consumables used by Reception and Post Room.
• Liaise with Vending suppliers regarding vending machine breakdown and stock issues.
• Arranging of Team Meetings and issuing of minutes

 

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Person specification

It is important through your application and Statement of Suitability of 750 words that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description):

 

Essential

• Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
• Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information
• Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money
• Ability to use finance systems and support financial analysis for reports
• Follow relevant policies, procedures and legislation to complete your work
• Ability to work without supervision working to tight and often changing timescales

 

Desirable

• Experience of working on a Help Desk
• Experience working in facilities management
• Ability to use digital tools e.g. JIRA
• Line management skills

Benefits

Alongside your salary of £27,722, UK Health Security Agency contributes £7,484 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours.

STAGE 1 - APPLICATION & SIFT: 

You will be required to complete an application form. This will be assessed in line with the full list of essential criteria as detailed in the attached job description – please do provide evidence of how you meet this. 

If you are successful at this stage, you will progress to an interview.

STAGE 2 – INTERVIEW 

This post will involve an interview on site at the UKHSA Chilton office.

As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification. 

Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).

You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.

The Success Profiles framework will be used to assess and recruit the most suitable candidate.  The following behaviours will be used at the interview:

Leadership

• Communicating and Influencing
• Working Together
• Making Effective Decisions

Strength

• Team Leader
• Motivator
• Influencer
• Emotionally Intelligent
• Problem Solver

 

For further information on the selection process, please refer to the attached Candidate Pack.

Expected Timeline:

Advert close: 23:55hrs on 25th July 2024 – unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Shortlist: w/c 29th July 2024

Interviews: w/c 12th August 2024

Please note these dates could be subject to change.  

 

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.