Jobs

JOB PURPOSE

The Facilities Manager is a hands-on role, supporting the Operations Manager to ensure close collaboration between operational teams and central teams, namely, Buildings, H&S, and Insurance, as well as key contractors and trades. The Facilities Manager has first line responsibility for the maintenance of fabric and equipment (planned and reactive), fire and security systems (servicing), building projects, on-site vehicles, housekeeping for visitor buildings and holiday accommodation and the two play parks at Culzean.

This includes supporting the Operations Manager and Buildings Team to ensure all buildings are compliant. This remit includes: responsibility for maintaining fire and security alarm systems; maintaining the ‘Safe System of Work’ documentation across the park or successor systems involving developing and cataloguing risk assessments specific and relevant to each dept. within the remit; managing and participating in a rota system responding to alarms and call-outs; carrying out emergency and routine maintenance work, and/or procuring this work as agreed with the Operations Manager and Buildings Team. As such, the Facilities Manager will ensure that all depts. and properties are a safe, secure, clean and comfortable environment in which staff, students, volunteers, and visitors can effectively work and study. Weekend working is required, and the post-holder will be expected to work flexibly, taking time off in lieu, in accordance with Trust policy.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• You will manage and maintain all fire, security, and access systems and procedures to ensure safety for all staff, volunteers, tenants (including stakeholders and visitors, as well as administering a fully auditable digital records of all testing, servicing, and training).
• You will be responsible for insurance compliance, tracking compliance works in line with Trust policy and ensuring internal compliance trackers are kept up to date.
• You will co-ordinate out-of-hours responses as per the needs to the business.
• You will support projects including refits and system upgrades (e.g., fire systems, heating systems, security systems) in coordination with the Operations Manager and Building Surveyor so experience of listed building consents would be an advantage.
• You will lead a positive health & Safety culture, ensuring that your team work within the ‘Safe System of Work’ to reduce risk of incidents and accidents to volunteers, employees and visitors, and that appropriate records are fully maintained with H&S, Buildings Team, and regional Business Manager.
• You will collaborate with the Building Surveyors to specify and procure all PPM (planned preventive maintenance) and service contracts for Culzean, working in partnership with central procurement colleagues.
• You will facilitate and monitor the work of contractors by inspecting all works, agreeing terms of access, conditions of work in line with CMD regulations, hold contractors to agreed deadlines and budgets, all within the conservation ethos of the Trust.
• You will champion legislative compliance in the region by regularly inspecting properties, vehicles, tools, machinery, kitchen appliances, and IT equipment, or arranging for appropriate external servicing as required, and recording all statutory repairs and maintenance by planning and delivering calendars of maintenance works.
• You will have site management responsibilities during construction works taking place at the property.
• You will have responsibilities (overseeing NTS policy, inspection records, and relevant training) for all statutory legislation and regulations inc. legionella and asbestos management.
• You will support the Buildings Surveyor on environmental management of the properties, including liaising with central procurement, to ensure the property’s compliance and moreover, ambition to reduce carbon footprint.
• You will inspect vacant, tenanted, and holiday properties, including the preparation of schedules of condition, entry, and exit and initiate projects for their repair, decoration, upkeep, and maintenance.
• You will oversee all services provision (e.g., waste disposal, pest control) and utilities (e.g., water, electricity), accounting for use and variation and searching for cost-effective ways to minimise associated costs.
• You will lead a team of Visitor Service Supervisors to support the general maintenance and repair of all properties, including both visited and non-visited parts of our properties.
• You will support collection care, working with Collections Conservation team, demonstrating best practice for the moving of objects, technical support for all aspects of exhibition installation and take down, and collection care (e.g., mounting pictures, maintaining display cases, etc.)
• You will attend regular meetings with the Operations Manager and Building Surveyor to develop budgets, annual operating plans, and projects. This role will have delegated responsibility for the PPM budget of £500,000.
• You will support the Operations Manager and Visitor Services Teams with regard to events and functions (e.g., liaising with contractors to ensure H&S compliance, working out of hours in case of emergency) to help the Trust host large-scale income-generating initiatives.

The current duties of this job do require a criminal records (Disclosure Scotland) check to be carried out.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential

• HND or equivalent in a technology related discipline
• IOSH or H&S at Work certification
• Willingness to develop new skills, knowledge and qualifications in relevant fields

Desirable

• Asbestos Awareness Training (UKATA), or willingness to complete training within first twelve months
• Legionella Responsible Persons Training, or willingness to complete training within first twelve months

Experience

Essential

• Experience of managing the safe and effective operation of buildings, facilities, and estates in a busy operational context, ideally within the heritage, tourism or hospitality sectors
• Experience of project management
• Experience of creating risk management and managing safe systems of work
• Accredited certification or time-served apprenticeship in a relevant field of technical or skilled work
• Experience of procuring and commissioning work by third-parties
• Ability to read and understand building plans and drawings and evidence of good record-keeping skills
• Ability to install and operate specialist electronic and audiovisual equipment; update digital media and
• ICT skills including use of email; internet; general office applications
• Demonstrable understanding of the security and conservation requirements of working within a collection’s environment
• Ability to work under own initiative within defined guidelines, as part of a team.
• Ability to cope with the physical demands of the job: capable of working at height and lifting/carrying tools and materials
• Excellent organizational and time-keeping skills, with the ability to formulate complex calendars of activity
• Valid driving license

Desirable

• Demonstrable experience of working in a historic environment with listed building and structures.
• Experience of working with environmental and/or building management systems
• A portfolio of personal creative and/or technical work demonstrating effective application of skills
• Good communication, negotiating and influencing skills

Application Deadline: Sunday 28/05/2023