Department: Estate & Facilities Management

Job Description

Department: Estate & Facilities Management

Location: Falmer

Job Title: Caretaker

Post number: ES8208

Grade: 2

Responsible to: The Site Manager (delegated where appropriate)

Main areas of

responsibility:

1.  To be responsible for buildings on a daily basis with a view to ensuring site security and controlling legitimate access.

2.  To play a key role in ensuring that fire, health and safety regulations and general emergency procedures are observed and implemented.

3.  To provide portering support including the movement of furniture, deliveries, stores and equipment, as required.

4.  To assist with various general duties such as reception, car parking and operating car park barriers, as and when required.

5.  To ensure a good standard of readiness and order for the site and to liaise with the Cleaning Supervisor, where applicable, to ensure good standard of cleanliness. To assist with cleaning duties when required.

6.  To carry out general postage duties in respect of sorting, delivering and collecting of mail.

Specific duties:

1. To be responsible for buildings on a daily basis with a view to ensuring site security and legitimate access.

1.1 To unlock and secure all doors and windows in accordance with the instructions of line management, utilising individual building alarm, access control and key control systems.

1.2 To be responsible for the safekeeping, recording and issuing of all keys and other access control devices on a daily basis.

1.3 To be familiar with and able to operate all forms of alarm, access control and key control systems and CCTV equipment used on site.

1.4 To be familiar with procedures in place to deal with all fire and security incidents and unwanted visitors/trespassers on site and to manage these situations when they arise.

1.5 To receive and act upon communications received from alarm call centres in relation to intruder and fire alarms.

2. To play a key role in ensuring that all fire, health and safety regulations and general emergency procedures are observed and implemented.

2.1 To be aware of all standard operating and emergency procedures and the relevance of health and safety legislation

2.2 To provide a first response to emergency situations reporting to the line manager/Duty Site Manager, as required.

2.3 To provide stewarding in conjunction with emergency procedure guidelines for functions and events.

2.4 To ensure that all fire and safety regulations and general emergency procedures are observed.

2.5 To facilitate safe access and egress to and from buildings with an overall awareness of health and safety.

2.6 To ensure there is safe access to and from buildings in severe weather.

2.7 To ensure that any defects, including defective lighting, are reported, promptly using the Planon Integrated Data Management System.

2.8 To report any incidents, accidents, equipment problems or emergencies to line management or the Duty Site Manager, if outside of normal working hours.

3. To provide portering support including the movement of furniture, deliveries, stores and equipment, as required.

3.1 To lay out and put away furniture in offices, classrooms, teaching areas, halls etc., as and when required by service users and using the Planon Integrated Data Management System.

3.2 To receive all stores on delivery to the site for all departments and to be responsible for their collection and distribution maintaining appropriate records.

3.4 To use specialist equipment to aid manual handling, e.g. forklift, electronic trolley, when required.

4. To assist with various general duties such as reception, car parking and operating car park barriers, as and when required.

4.1 To assist with car parking control to ensure the free passage within university grounds at any time for the emergency services.

4.2 To staff the information/reception desk and deal helpfully with all enquiries referring them to the correct school/department.

4.3 To deal with enquiries in relation to E&FM services, site activities and all general matters in a polite and courteous manner at all times.

5. To ensure a good standard of readiness and order for the site and to liaise with the Cleaning Supervisor, where applicable, to ensure a good standard of cleanliness. To assist with cleaning duties when required.

5.1 To liaise with the Cleaning Supervisor, where applicable, and to assist with cleaning duties in the absence of cleaning staff as instructed by the line manager.

5.2 To ensure that all areas, including external areas, are prepared and in good order, in accordance with agreed service level agreements.

6. To carry out general postage duties in respect of sorting, delivering and collecting of mail.

6.1 To receive, sort and deliver all incoming mail by post office services, couriers and other means, ensuring appropriate records are kept and maintained.

6.2 To ensure recorded delivery packages/letters, registered mail and other like documents are handled appropriately.

6.3 To collect from all schools/departments all outgoing mail and sort accordingly into external and internal services.

6.4 To assist the internal courier services, as required.

6.5 To receive all deliveries and distribute accordingly.

Selection criteria: The criteria below indicate the qualities that are needed to do the job well. Candidates for the post will be selected according to the extent to which they satisfy them and the evidence of potential for developing the rest further. Most of the criteria must normally be met in order to qualify for selection.

Essential:

·  Knowledge/qualifications: a good knowledge of safe working practices, health and safety legislation, fire safety and security equipment and a proven commitment to high standards of work whilst working effectively and efficiently. To be adept at the use computers and have IT skills including word processing, excel, email and associated packages.

·  Communication: Has excellent customer care skills and understands the information needs of others. Is able to communicate information in an understandable way, verbally, in writing and electronically, as suitable to the situation.

·  Sensitivity: listens well and understands the needs of others.

·  Self Motivation: meets objectives and standards on their own initiative and is committed to continuous self-development. Willing to attend training and refresher courses, as required.

·  Organisation: works systematically, uses time effectively, meets priorities and deadlines with a minimum of supervision, being both proactive and reactive in their approach to work.

·  Teamwork and flexibility: adaptable, receptive to change, knows own strengths and weaknesses, cooperative, happy to vary tasks and/or shifts, as required; demonstrated ability to influence and motivate staff and foster teamwork.

·  Physical ability: the ability to lift and move heavy objects frequently.

Desirable:

·  Driving university vehicles: must be able to pass the university driving assessment, holds a full driving licence and has not been convicted of any major motoring offence or disqualified from driving.

·  Previous experience of working in an environment where high standards of security, safety, cleanliness and order were required.

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

Ref: BD

Date: June 2014