Job Purpose:

To deliver a proactive, customer-focused facilities support service across HEI buildings, ensuring a safe, efficient, and welcoming environment for staff, contractors, and visitors. The role combines hands-on building support with administrative responsibilities, contributing to the smooth operation of facilities and health & safety processes.

Operational Support

• Act as the first point of contact for face-to-face enquiries, contractors, visitors, and deliveries.
• Conduct routine building checks including H&S inspections (e.g. First Aid boxes, defibrillators, fire safety).
• Monitor signage, furniture placement, and general building presentation.
• Manage stationery and facilities stock levels, reporting low inventory.
• Coordinate courier bookings and equipment transfers.

Administrative Duties

• Respond to and manage queries via the HEI Facilities inbox, escalating complex issues.
• Maintain accurate records including staff lists, equipment inventories, and booking data.
• Support DSE assessments and issue basic equipment for non-complex cases.
• Update and manage SharePoint sites and internal communications (e.g. posters, surveys).
• Use systems such as Planon, Agresso, Office 365 to track maintenance and facilities tasks.

Systems & Data Management

• Access and manage bookings via Planon (e.g. desk reservations).
• Maintain the USSP maintenance tracker and follow up on outstanding jobs.
• Assist with space planning, refurbishments, and accommodation moves.

Health & Safety

• Support staff with workstation setups and DSE compliance.
• Coordinate H&S training and ensure compliance with safety protocols.
• Willingness to train as a First Aider, Fire Warden, and DSE Assessor.

Person Specification:

Essential Skills & Experience

• Previous experience in a facilities support
• Basic understanding of building operations and health & safety
• Proficient in Microsoft Office 365 (Word, Excel, Teams, PowerPoint, SharePoint)
• Strong communication and influencing skills (written and verbal)
• Ability to manage multiple tasks, prioritise effectively, and remain calm under pressure
• Good physical ability for manual handling and building walkthroughs

Desirable

• Experience with Planon or similar facilities management systems
• Trained First Aider, Fire Warden, or DSE Assessor (or willingness to train)

Special Requirements

• Office-based role with regular movement between buildings.
• Manual handling, bending, and physical activity required.
• Lone working may be involved.
• Commitment to personal development and training.