General Facilities Assistant

ROLE OUTLINE

General Facilities Assistant

REPORTS TO: Senior Regional Administrator / Regional Secretary/Regional Team Leader

HOURS OF WORK: 9:00am – 5:00pm Monday to Thursday and 9:00am – 4:00pm Friday

UNITE SALARY BAND: 4

MAIN PURPOSE OF ROLE: To act as an Ambassador for Unite by creating a highly favourable first impression and on-going positive experience for members, visitors and callers. To support the maintenance and facilities of the Regional and District Offices as directed. To ensure that minor maintenance duties/repairs are carried out in a timely manner. To ensure that meeting rooms and training rooms in the Regional and District Offices are adequately prepared for use.

RESPONSIBLE FOR:

Building maintenance, preparation of meeting/training rooms and distribution of materials as required.

KEY RESPONSIBILITIES:

Regional Office:

1.  To monitor the use of the car parking spaces in accordance with protocols set down.

2.  Assist in the organisation and support of Regional Events and Disputes.

Regional Office & District Offices:

3. To move equipment and materials between offices in the Region when necessary and as requested by Line Manager.

4. Ensure the buildings inside and outside the Offices are kept clean, tidy and clear of hazards and provide a good impression to visitors.

5.  To keep reception areas/meeting rooms, tidy and inviting to visitors, including updating of notice boards and literature available for general use.

6.  To be first point of contact for equipment faults/property faults, try to resolve if possible or escalate as appropriate.

7.  Carrying out required basic maintenance duties in a safe and satisfactory condition for the safety of visitors and employees.

8.  To be responsible for the hiring out and monitoring of Regional equipment, ie data projector, penguin stands, folding tables, chairs, etc.

9.  To manage the archiving of files.

10.  To arrange and equip in-house meeting rooms in line with the requirements of the meeting principal, ensuring that all recorded requirements are fully catered for. This will include rearranging furniture into appropriate layouts subject to meeting/course requirements and also moving of equipment, i.e. laptops. Ensure rooms, kitchens and communal facilities are left clean and tidy and clear of hazards.

11.  To ensure all service contracts are adhered to as agreed, ie fire alarm systems, emergency lighting systems, fire extinguishers, intruder alarms, door entry systems, heating systems, laundry, water supplies, lifts and air conditioning and to ensure all office premises and grounds are clean tidy and safe.

12.  To be aware of and comply with all current Fire, Health & Safety policies and procedures operated by Unite.

13.  To provide all other support and administrative assistance as requested by Line Manager in a timely, helpful and supportive manner, ensuring that all such requests are complied with to the requester’s complete satisfaction.

This Role Outline is not a complete listing of all duties but contains the key elements of the role 1

FEBRUARY 2017