Facilities Officer

Main Responsibility

• Deputise for the Facilities Co-ordinator in his/her absence.  This will include:
  • Taking overall responsibility for the delivery of FM services
  • Prioritising day to day FM work activities
  • Ensuring all FM Helpdesk calls are processed satisfactorily
  • Dealing with incidents as and when they occur. ie. loss of power/gas, leaks etc. These may require occasional out of hours working.
  • Overseeing the management of contractors and works on site
  • Respond to out of hours incidents if required

• Provide staff cover to other IOPC offices during periods of short staffing.  This may involve frequent travel and/or overnight stays away from home.
• Resolve day to day problems and issues relating to office/facilities management; equipment and supplies; IT support and Security matters. Troubleshoot equipment failures and supplier difficulties. Supervise contractors. Undertake routine H&S assessments and rectify everyday hazards, advising staff in relation to health and safety matters. Act as first point of contact for staff, visitors and suppliers in relation to all FM issues.
• Daily administration of supplier contracts in the office including cleaning, maintenance and security.
• Assist with HR related matters including regional recruitment and test administration.
• Management of stationery supplies including making decisions on appropriateness of stationery requests from staff, reconciliation of invoices and purchase orders; manage equipment inventories; liaison with suppliers. Manage general storage and filing arrangements.  Includes obtaining quotations and decisions on best value in relation to special and routine supplies.
• Co-ordinate post and courier services in the region, training others in relation to safety procedures and booking arrangements. Advise others on the best method of despatch and packing.
• Book travel and accommodation.
• Liaise with landlord and building security, supervise security guards and handymen/contractors, notifying and initiating repairs and alterations to the building and equipment.
• Co-ordinate changes to staff and visitor access, issuing and altering permissions on security passes and providing access reports and internal audits as appropriate in line with security requirements and security policy.
• Visitor and Reception Management – including the provision of refreshments and meeting room facilitation.
• Provide a visitor management response to unplanned for visitors
• Maintain details of key holders and alarm system including details of security breaches and actions, working closely with colleagues in other offices as required. This will include occasionally responding to out of hours incidents.
• Provide technical assistance to staff using video conferencing and other equipment. 
• Provide admin support to other teams within the Resources Directorate  as required. 
• Co-ordinate requests sent via the FM Helpdesk and ensure high levels of customer service through early resolution of calls.
• Maintain open communications and relationships with colleagues, suppliers and stakeholders in organisations outside of the IOPC.
• Undertake any duties that may be reasonable as defined by the Facilities Co-ordinator/Facilities Manager
• Facilitate all meeting room requests including provision of catering, telephone and video conferencing requests.

Note: Some out of hours working and manual handling will be required

The Ideal Candidate

Essential

• High School education or equivalent
• GCSE English Language or equivalent standards of written and verbal English
• Experience of working in a busy office
• Evidence of complex problem solving abilities in a busy environment
• Excellent knowledge of Microsoft Office; Word, PowerPoint, Excel
• Experience in working with different service providers and contractors
• Experience in dealing with visitors and internal/external parties at all levels
• Familiarity with online booking systems
• Flexible approach and ability to travel where necessary between IOPC offices

Desirable

• Education to A level standards
• Experience of Facilities Management and Health & Safety responsibilities
• Qualifications relating to either of the above
• Good typing speeds and accuracy

Reasonable Adjustments

The IOPC is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. We are open to providing you with the tools you need to succeed, from extra time to formatting changes, to name a mere few. If you require any reasonable adjustments to our recruitment process, please email humanresources@policeconduct.gov.uk

Package Description

• 27.5 days paid annual leave (increasing with service to 32.5 days)
• Options to carry over, buy or sell annual leave
• Civil Service pension
• PAM employee assistance programme
• Access to Civil Service Sports Council (CSSC) membership
• Staff networks focused on each of the protected characteristics – run for staff, by staff
• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity behaviours

Additional Information:

The IOPC is not eligible to participate in the Civil Service transfer process, therefore successful candidates will not be able to transfer to the IOPC on their existing terms and conditions.

The IOPC does not participate in the UK Visa Sponsorship Scheme therefore, candidates will have to provide evidence of their Right to Work in the UK if offered a role with us.

This role is exempt from the Rehabilitation of Offenders Act 1974, therefore a standard Disclosure and Barring Service (DBS) check will be carried out for the successful candidate during the pre-employment process.

Any move to the Independent Office for Police Conduct from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may, however, be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

About the Company

As a completely independent organisation, the IOPC seeks to uphold the rights of the public and investigate the most serious matters, including deaths following police contact, to promote learning and influence change in policing. The IOPC is an organisation steeped in history, influenced by significant figures such as Stephen Lawrence and Sir William Macpherson. We are looking for people to uphold our core values, and in return we will give you a supportive and inclusive work environment to flourish in.

Be yourself

The IOPC is committed to promoting equality and valuing diversity in everything we do. Our vision is to be, and to be seen as, a leader in inclusive employment and services, demonstrating this ethos in everything that we do.

• As a silver standard Stonewall employer, we continue to commit to being a LGBTQ+ employer through the work of our Pride LGBTQ+ Staff Network, creating welcoming environments for lesbian, gay, bi and queer people.
• We are pleased to share that we are a signatory of the Business in the Community Race at Work Charter. The Charter is composed of five calls to action for leaders and organisations across all sectors. 
• Being a Disability Confident employer, the IOPC is dedicated to removing the barriers for disabled people to thrive in the workplace.
• Our Staff Networks are constantly working to make the IOPC the leaders of inclusive employment, from our Allyship Programme to Welsh Language Standards and our Know the Line Policy, we are constantly seeking new ways to create an environment for all to develop and thrive.