Facilities Duty Manager

University of Glassgow
July 16, 2024
Offerd Salary:£25,138 - £29,605
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Facilities Duty Manager

Job Purpose

Provide highly effective professional management and day to day leadership within and across the Facilities Services Zones (FSZ). Working with your team of Facilities Assistants and Facilities Cleaning Assistants covering 7 days to ensure seamless delivery of all facilities services.

Energetically delivering a customer focused approach and supporting the Facilities Manager to ensure day to day cost-effective delivery of high- quality services that maximises service quality efficiency and continuity to increase customer satisfaction ensure our commitment to customers is met.

Working collaboratively with the other Zone Duty Managers to proactively deliver operational objectives and standards. Developing your facilities team to work flexibly and consistently strive to provide quality services through embedding a continuous improvement culture to ensure value-for money arrangements which are customer focussed, tailored to the needs of stakeholders.

Main Duties and Responsibilities

  • Lead the day-to-day adoption of a pride in place culture within Facilities Services by giving your best and proactively ensuring that buildings and services are maintained and developed responsively, working closely with building users within the zone. Role model and ensure that a ‘one team' ethos is embedded across all staff working in the zone.
  • Overall management of attendance, performance and annual leave to ensure even distribution throughout the year; revising rotas to ensure a consistent service, to improve the overall customer experience of the facilities on offer at the University.
  • Develop positive relationships with customers and staff by maintaining a high-profile presence in the zone motivating, supporting and directing the Facilities Team as the primary Facilities Supervisory interface within the designated area on a day-to-day basis with Facilities and Estates Technical Services colleagues, staff, customers and visitors. Working in partnership with Reach-Out, Catering and building users throughout the zone. Advising on operational requirements to ensure customers' needs are satisfied. Proactively managing customer expectations by keeping them informed.
  • Manage the delivery of the range of Facilities services ensuring consistent high-quality provision.
  • Manage, direct and support Facilities team members making regular visits to premises throughout area of responsibility. Monitor and support staff to ensure cleaning and facilities standards are met on a daily basis in accordance with specifications.
  • Manage a team across a zone ensuring that arrangements are in place in relation to staff rotas, leave arrangements, and the effective handover between work groups through the operation of an Incident report log, to ensure adequate operational coverage. Establish priorities and resolve conflicts/barriers which may prevent delivery of tasks, targets or deadlines.
  • Ensure efficient and best use of all resources i.e., staff, non-pay equipment, supplies, consumables & materials.
  • Allocation of schedules of work, checking work schedules and making temporary adjustments as may be required to meet needs of the service on a daily basis whilst ensuring financial expenditure does not exceed allocated budget.
  • To be proactive within the zone team contributing to the continuous development of the service by using your skills in an innovative manner and enhancing the service provision. Effectively manage, support, motivate and develop staff to maximise the contribution they make.
  • Act as key liaison when planning and organising events within the zone, through preparation and implementation of operational work plans for staff.
  • Participate in recruitment, selection, interviewing and induction of new team members. Manage and support disciplinary, grievance, attendance, and performance within the teams to ensure appropriate standards are met at all times by team members and to undertake Performance & Development Review, in accordance with the University's policies and procedures to develop a culture of continuous development and improvement.
  • Provide regular information, updates, and reports to the Facilities Manager.
  • Ensure effective operational, CoSHH and fire risk management across the zone. Perform Area Fire Officer or Fire Warden duties as required in the zone. Ensure necessary compliance schedules, reports and project updates are provided frequently to Facilities Manager and key customers.
  • Ensuring all staff working within the zone adopt a Don't Walk By approach to health and safety and take a proactive approach to keeping the building tidy and in good condition for users.
  • Ensure the zone team are maximising recycling opportunities and that all compliance checks are in place and being delivered and recorded as per specifications.
  • Ensure the regular review and updating of Building Manual in line with changes within the building or policy and process changes. Cascade updates to Facilities Assistants and Facilities Cleaning Assistants ensuring they understand and process the updates accurately and to timescale.
  • Knowledge, Qualifications, Skills and Experience

    Knowledge /Qualifications


    A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role OR Scottish Credit and Qualification Framework level 7 (Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

    A2 Considerable working knowledge of University or Higher Education environment and culture.

    A3 Well-developed understanding of regulations and procedures including Health & Safety, Equal Opportunities and Diversity relative to the role/department and the implications of Non-compliance on other users.


    B1 Good working knowledge of the University HR/Payroll System (Core) and use of back office.

    B2 Appreciation of key contacts and key roles/ departments within University structure.

    B3 Member of Institute of Workplace Facilities Management (IWFM).

    B4 Member of British Institute of Cleaning Science (BICS).

    B5 Knowledge and understanding of Manual Handling Regulations, CoSHH, Fire Regulations and Health & Safety awareness.

    B6 Driving Licence.

    B7 First Aid Certificate.



    C1 Good leadership and communication skills.

    C2 Proven planning, organising and prioritising skills.

    C3 Proven interpersonal & communication skills.

    C4 Proven initiative and judgement to resolve problems independently and/or through a support team.

    C5 Ability to understand, appreciate and respond to operational and service requirements.

    C6 Flexible approach to work demands with an ability to act accordingly to improve service as well as operational delivery.

    C7 Proven customer service.

    C8 Ability to identify service priorities in an extremely busy environment and allocate staff resource appropriately.

    C9 Ability to work independently and as part of a team.

    C10 Effective IT skills using MS Outlook, Word, Excel, PowerPoint and web sites.



    E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role with qualifications above or demonstratable experience of personal development in a similar facilities or specialist role.

    E2 Proven Supervisory experience supervising a group/team of staff delivering front line services.

    E3 Experience of motivating staff and managing attendance and performance.

    E4 Customer service experience.


    F1 Event management experience.

    F2 Experience in the operation of the University's HR/Payroll system (Core) including Back Office.

    Candidates should indicate in their cover letter whether they are applying for the full-time or part-time position as part of their application.

    Terms and Conditions

    Salary will be Grade 5, £25,138 - £29,605 per annum, pro rata where applicable.

    This is an open-ended (permanent) position available in two formats:

  • Full-time: 35 hours per week, from 6:00- 14:00 PM, Monday to Friday.
  • Part-time: 26.25 hours per week, with rotating shifts. One week will be from 6:00- 15:45 PM, and the next week from 13:30 PM- 23:15 PM, Saturday to Monday.
  • As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

    As a valued member of our team, you can expect:

    1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

    2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www. gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

    3 A flexible approach to working.

    4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www. gla.ac.uk/myglasgow/staff/healthwellbeing/.

    We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

    We endorse the principles of Athena Swan https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

    We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. gla.ac.uk/explore/jobs/ for more information.

    Vacancy Ref : 149679 Close Date : 16-Jul-2024 23:45

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