JOB DESCRIPTION (Appendix 2)
JOB DESCRIPTION
DIRECTORATE: CANS
/DEPARTMENT: Libraries and Archives
JOB TITLE: Facilities support assistant
/ POST NUMBER:REPORTS TO (Job Title):
Facilities Support Manager / Current Grade
4
1 / MAIN PURPOSE OF JOB
To provide operational support to staff and buildings throughout the library service including fixing minor repairs and providing a delivery service as appropriate.
2 / KEY TASKS:
i. i. / To be responsible for opening and securing library buildings and grounds on a daily basis.
ii. / To drive the delivery van as part of a rota ensuring that items are moved around the service promptly to enable best service for customers.
iii. / To ensure routine vehicle maintenance, (ie checking oil, water tyres) and cleaning is carried out on a regular basis and to maintain appropriate records, including recording of daily mileage, together with fuel and oil consumption. To liaise and report on service inspections, breakdowns, accidents and vehicle defects.
iv. / To assist with basic stock processing and maintenance including repairs to books and other items, preparing stock for booksales and binding consignments.
v. / To retrieve items from the archive store in a timely fashion, ready for use by customers.
vi. / To bank monies for libraries across the service on a rota’s basis.
vii. / To assist with the printing and posting of overdue letters.
viii. / To assist with the processing of incoming and outgoing post and preparing materials in readiness for going on the van.
ix. . / To regularly test the services within all buildings to ensure they are functioning effectively, including fire and intruder alarms and water testing .
x. v. / To carry out regular cleaning of outside areas such as the front entrance, the basement, cycle shed building entrances and the boiler room. Clearing snow from paths, steps and entrances, spreading salt, clearing up leaves.
xi. v. / To set up meeting rooms and equipment for meetings to the hirer’s specification
xii. vii. / To undertake basic repairs and maintenance within the library service including but not limited to the construction of pre-pack furniture, erecting noticeboards, clearing guttering and cleaning boiler system at Acomb
xiii. / To act as relief driver for the mobile library.
xiv. i. / To regularly inspect all areas of the buildings and grounds, reporting any necessary repairs
xv. x. / To monitor cleanliness and regularity of cleaning for the public toilets in the library building.
xvi. x. / To undertake security training and provide security duties at any library as requested
xvii. x. / To provide out of hours access for contractors and visitors to library buildings.
xviii. xv / To assist with general support tasks as required, eg photocopying, filing and completion of statistical returns.
xix. xx / To assist with events and displays, including preparation and distribution of materials.
xx. xl / To participate in the Performance Development Review process, personal learning and development and team working to ensure agreed service priorities and targets are delivered.
3. / SUPERVISION / MANAGEMENT OF PEOPLE
No. reporting -
Direct: None
Indirect: None
4. / CREATIVITY & INNOVATION
The post holder is expected to adhere to agreed quality standards and policies, procedures and practices.
In agreement with his/her line manger the post holder is expected to take personal responsibility for contributing to the
· Improvement of existing services and quality standards
· Development of new services and quality standards
· Improvement of existing policies, procedures and practices
· Contribute to the development of new policies, procedures and practices.
5. / CONTACTS & RELATIONSHIP
Regular contact with library staff, other CYC staff and customers.
Contractors
6. / DECISIONS – discretion & consequences
The post holder is expected to adhere to agreed quality standards, policies, procedures and practices and at the same time to treat internal and external customers as individuals and use discretion in being responsive to particular needs. This may involve, for example, negotiating work priorities with colleagues.
The post holder is expected to use initiative to resolve any issues that arise on a day-to-day basis but may ask an appropriate colleague for support or advice if necessary. The post holder is expected to discuss with his/her line manager issues which have a wider implication for the service and which do not require an immediate response.
The postholder is responsible for the testing of various equipment and vehicles. Failure to do so properly or to report defect equipment could cause damage to buildings and vehicles.
7. / RESOURCES – financial & equipment
(Not budget, and not including desktop equipment.)
Description Value
Responsible for proper use and storage of cleaning equipment (brushes, mops, cleaning chemicals etc) and maintenance equipment (screwdriver, hammer, saw, ladders, power tools etc) – ensuring its safety.
Responsible for the security of the library delivery van after use.
Responsible for the banking of monies across the service max 200 at any one time
8. / WORK ENVIRONMENT – work demands, physical demands, working conditions & work context
Work demands
Due to the unpredictability of customer needs, the post holder may occasionally need to reschedule planned work in order to remain customer focussed.
The post holder may occasionally be asked to respond to a request from a colleague or his/her line manager to complete a task by a target date. If the post holder thinks this target date is unachievable or conflicts with other priorities, he/she is expected to discuss this with the colleague concerned or his/her line manager in order to reach agreement.
Physical demands
The work involves regular lifting and carrying of boxes and equipment. It also involves other work of a physical nature. If the post holder becomes aware of any issues that may occasionally arise, he/she is expected to discuss this with his/her line manager or other appropriate colleague.
Work conditions
Some customers may occasionally be challenging in their behaviour. The post holder is expected to apply good customer service principles and use initiative to resolve any issues that arise on a day-to-day basis but may ask an appropriate colleague for support or advice if necessary. The post holder is expected to discuss with his/her line manager issues which have a wider implication for the service and which do not require an immediate response
Work context
Library environments generally provide low risk to health and well being.
9. / KNOWLEDGE & SKILLS
· Knowledge of manual handling and general health and safety practices
· Ability to perform basic maintenance tasks e.g. erect flat packed furniture, minor plumbing repairs etc
· The delivery van has a gross vehicle mass of 3.5 tonnes. The Mobile Library has a gross vehicle mass of 7.5 tonnes. If you passed your driving test before 1st January 1997, your licence entitles you to drive vehicles up to 7.5 tonnes. If you passed your test after that date you will be able to drive the delivery van, but you would also need to have passed a C1 test to drive the Mobile Library.
· A high level of organisational skills and the ability to work methodically and systematically, be enthusiastic and committed
· Willingness to develop a well-rounded understanding of the purpose of modern library services in general and the services available through the City of York library services specifically
· An understanding of what it means to deliver and contribute to the development and promotion of quality customer focused services and the ability to demonstrate this on a daily basis
· Confident and willing to communicate and engage with a wide range of people
· A good standard of education to Level 2 including literacy, numeracy and ICT
· General ICT skills – ability to use email, Word and Excel
· Ability to apply solution focused thinking by:-
o Using appropriate goal setting techniques
o Possibility thinking
o Prioritising
o Planning time
o Involving others
o Taking personal responsibility
· Ability to adhere to agreed service standards, policies, procedures and practices.
· Commitment to, and enthusiasm for, challenge and change.
· Confidence in self and ability to present oneself positively to others.
· Commitment to personal development.
10. / Position of Job in Organisation Structure