February 2008

TitleFacilities Assistant (Glasgow)

SalaryA1 (£19,874 to £22,819 pro rata)

Hours17.5 per week

LocationGlasgow

1Introduction and background

The Scottish Council for Voluntary Organisations is the national body representing the voluntary sector. We work to the following mission: To support people to take voluntary action to help themselves and others, and to bring about social change.

Our membership includes more than 1800 voluntary organisations many of which are umbrella bodies themselves representing a diverse range of organisations, some of which are environmental organisations, service providers as well as housing associations and community transport organisations. These organisations may be local or national and encompass a wide range of interest including social welfare, education, health, housing, conservation, training and the environment.

There are currently around 100 staff, based in Edinburgh, Glasgow and Inverness.

Equal Opportunities statement

SCVO wishes to increase the diversity of its staff and welcomes applicants from all sections of the community, particularly from people with disabilities and people from black and minority ethnic communities, currently under-represented within SCVO. SCVO’s offices are fully accessible for people with mobility issues. SCVO will give full consideration to all requests for flexible working, part-time working or job sharing, both from external applicants and current members of staff. If you would like a copy of SCVO’s Equal Opportunities policy please contact or 0131 474 8004.

2Job context

The Facilities Assistant role is part of an integrated building and tenant management service based within SCVO’s Resources and Finance Directorate.

The Facilities Assistant will be based in SCVO’s Brunswick House office. Brunswick House offers shared office spaces to Voluntary Sector organisations as well as accommodating SCVO’s Glasgow based staff team. The Facilities Assistant will provide a reception service to Brunswick House and will manage the meeting room service.

Reporting to the Head of HR and Facilities, the specific responsibilities of the Facilities Assistant are:

  • To provide a reception service in line with Facilities customer services standards
  • To manage the meeting room service
  • To provide administrative support to the Facilities Manager
  • To work as part of an integrated building and tenant management team across SCVO’s buildings

3Personal Specification

The Facilities Assistant will be expected to demonstrate the following range of experience and skills:

Essential:

  • Experience of working on a busy reception desk and of being the first point of contact for visitors
  • Experience of room/meeting bookings, organising catering and refreshments
  • Excellent customer service skills
  • Ability to deal with a range of people in an assertive and positive manner
  • Excellent ICT skills, including ability to use MS Excel, MS Word and Outlook effectively
  • Ability to build and sustain good internal and external working relationships
  • First-class organisational skills, a flexible approach and the ability to respond effectively to changing priorities
  • Good oral and written communication skills
  • The ability to prioritise tasks
  • Ability to use initiative as an individual, but also to support team objectives
  • Ability to work within the aims and values of SCVO
  • Committed to SCVO’s Equal Opportunity Policy

Desirable:

An understanding of the Voluntary Sector

4Specific duties

  • Provide a front of house reception service to our Brunswick House office
  • Management of the Brunswick House meeting rooms i.e. taking bookings, setting up meeting rooms, organising catering and refreshments
  • Work as part of an integrated building and tenant management team
  • Maintaining tenants’ records on our Customer Relations Management system – Salesforce
  • Invoicing
  • Liaison with internal and external customers
  • As part of SCVO’s Facilities team administer SCVO’s help desk function. This includes monitoring logged calls, delegation of tasks to other members of the Facilities Team and ensuring that all tasks are completed
  • Work with the facilities team to set up a system for gathering and analysing the customer service levels over SCVO offices on a regular basis
  • Work with the Head of Facilities to produce and distribute the regular updates for all SCVO tenants

5Other Duties

Other duties will include any other general duties relevant to the delivery of an integrated building and tenant management service and the overall effective functioning of SCVO.

The post holder will also be expected to undertake such reasonable duties as the Line Manager may from time to time require.

6Direct Report-ins

This post has no line management or supervision responsibilities

7Location/Accountability

This post will be located in Brunswick House, Glasgow. The post holder will report to the Head of HR & Facilities and be supervised on a day to day basis by the Facilities Manager.

8To apply

SCVO will accept e-mailed applications. Please e-mail to by 12 noon on the closing date. Paper applications should be sent marked Private & Confidential to: Recruitment Team, SCVO, Mansfield Traquair Centre, 15 Mansfield Place, Edinburgh, EH3 6BB

Closing date for applications: Wednesday 30th March 2016

Interview date: Wednesday 6th April 2016 (by 12 noon)

9Major Terms and Conditions

A full package of Terms and Conditions is available. Key features include:

Grade/Salary:A1 (£19,874 to £22,819 pro rata)

(Appointments are normally made on the minimum of the scale)

Increments:To maximum point of scale on completion of two years’ service.

Annual leave:28 days plus 6 public holidays (pro rata)

Cost of living increases: on 1 April each year

Pension:SCVO offers a Defined Contribution Pension Scheme to its staff. Employee contributions are 6% or 3%, SCVO contributes 9% or 4.5%. A salary sacrifice option is available.

Probationary period:6 months

Hours:17.5 hours per week to be worked over 2.5 days (negotiable)

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