Facilities Officer

Overall Purpose of the Post: The Facilities Officer will work closely with the Business Manager to ensure that operational management and strategic planning is in place for the assigned buildings and infrastructure assets across the Director of Services region. The post holder will work closely with local service managers to ensure that an appropriate preventative maintenance programme is in place for their assigned buildings, in line with Enable Irelands procurement policy. This will apply to all buildings either owned or leased by Enable Ireland in the region. The Facilities Officer will operate with a level of autonomy and is expected to display initiative, sound judgement, and reliable leadership and management in carrying out the requirements of the position.

Duties: The post holder will be responsible for the following areas. 1. Facilities - Sandymount Site Specific. • To coordinate the maintenance, repairs and general upkeep of the assigned facilities on campus, including building systems, appliances, and outdoor spaces. • To act as the main point of contact for the purposes of maintenance for the assigned buildings on Sandymount campus. • To support the Business Manager to implement occupational health and safety policy, procedures and processes for the assigned areas of the campus, ensuring accountability for performance is maintained. • Together with the Business Manager to take a lead role in on-site health and safety committee meetings, including the tracking and implementation of actions. • Undertake the active role of fire warden for the main Sandymount building, including taking a lead role in the emergency evacuation process. • Supervise the work of contractors and vendors when on site and ensure that works are carried out in line with the provided RAMS. • Management of assigned staff including supervision, performance management reviews, and professional development, to ensure optimum performance within a team environment. • Manage all site security issues to ensure the safety of the staff and property, keeping the relevant personnel up to date re same. • Monitor and manage facilities' security systems including alarm monitoring, CCTV system, and fob access control. • Manage waste disposal, recycling, and other such contracts and activities on the site. • Respond to emergency maintenance issues in a timely manner • To be a keyholder for the Sandymount building and to open/close the building where required. 2. All Facilities in Director of Services area. • Together with the Business Manager, to carry out strategic planning for facilities budgets, building maintenance and third-party contracts for all designated buildings in the region. • To support the Business Manager with the preparation of the required documentation in relation to procurement projects across the region. • To support the Business Manager to actively promote the reduction in energy consumption across services, and to collate information required for the S.E.A.I. in relation to our energy consumption. • Overseeing the engagement of maintenance contractors in accordance with Enable Ireland policy, and to ensure a tracker for same is kept within the buildings across the region. • Support managers to keep their preventative maintenance logs for their building, and that the appropriate paperwork is in place for each contractor, e.g. health and safety statement, insurance cover, risk assessment and method statement (RAMS) as appropriate. • To ensure that essential service maintenance is carried out as per agreed contract, and that this is in compliance with occupational health and safety legislation, relevant regulations, and industry standards and Enable Ireland policy. • To support Service Managers to ensure that assigned buildings are maintained in good condition and that cost-effective, good quality maintenance and facilities contracts are in place as required. • Document and advise on the need for equipment maintenance, repair or replacement, including for example heating and boiler systems, generators, fire safety equipment, alarms, etc. • Support the Business Manager to evaluate proposals from external contractors to ensure compliance with regulations, Enable Ireland policy, and value for money. • Ensure that records for preventative maintenance visits are in place, up to date and tracked as required. • Support the implementation of Legionella risk management and preventative maintenance across the region. GDPR compliance, in the course of carrying out the duties of this job and working with others which will include but is not limited to compliance with all Enable Ireland GDPR policies and procedures, attending all GDPR training sessions, ensuring personal responsibility for implementing safeguards and measures as directed, to minimise exposure to breach GDPR. Terms & Conditions: Responsible to: Business Manager or delegated manager. Probation: A probationary period of 6 months applies, wherein three probationary meetings will take place to review your performance and suitability for appointment. The probationary period may be extended or terminated for any reason at Enable Ireland’s discretion. Salary: The current salary scale for this post is €46,106 – €55,855 pro-rata per annum. Annual Leave: Annual leave entitlement is 30 days per annum pro-rata, and proportionately less for less than 12 months service. Pension: Enable Ireland operates a contributory pension scheme which all members of staff may join either on 1st July or 1st January following start date. Medical: The successful candidate will be required to undergo a medical assessment. Garda Clearance/ These will be required for all prospective employees who Police Clearance: Will undertake relevant work or activities relating to children or vulnerable persons. Sick Leave: All periods of sickness exceeding two days must be medically certified. Weekly medical certificates are required thereafter. The Company reserves the right to have you examined by its own Doctor after 3 months continuous sick leave. Upon completion of 6 months continuous service with the Company sick pay will be as follows: Full pay less social welfare for the first 13 weeks of sickness in any 12 month rolling period and half pay less social welfare for a further (13) weeks. Redeployment: In exceptional circumstances the organisation reserves the right to redeploy you to an alternative role that is suitable to your skills and experience. A. Qualifications and Experience • A recognised qualification in Workplace and Facilities Management or similar. • Minimum of one years’ experience working in a similar facilities administration type role. • A minimum of 5 years’ previous management/ business experience. • Experience of Health & Safety including risk assessments, method statements and safety processes, and the implementation of Health and Safety policies and procedures. • Experience of property maintenance and systems to record and manage properties, facilities and operations. • Experience in contract administration and planned preventative maintenance schedules. • Experience of working in, or a strong interest in, the charity or not-for-profit. • Experience in collaborating with technical staff and external contractors. • Experience of managing and working collaboratively with multiple internal and external stakeholders B. Organisational and Professional Knowledge: • Knowledge of relevant current legislation, regulations and work practices affecting property, buildings and building maintenance, health and safety governance, procurement, building control and BCMS. • Knowledge of quality standards and quality management systems. • Knowledge and understanding of General Data Protection Regulations (GDPR) and application of same. • Working knowledge of hard and soft services including cleaning, maintenance and security. • Advanced IT knowledge, skills and proficiency CORE COMPETENCIES

C. Planning and Organising of Activities and Resources: The post holder will demonstrate an ability to: • Ability to deal with pressure, deadlines and competing demands. • Ability to prioritise workload and manage multiple responsibilities effectively. • Demonstrate an understanding of and ability to manage finite resources effectively and efficiently. • Monitor and set appropriate role related targets. D. Professional Development and Standards in Services: • Maintain a high standard of professional behaviour and be accountable for own practice. • Demonstrate initiative and integrity • Understand the practical application of the relevant legislation and professional standards to demonstrate ability to ensure compliance with best practice. • Understand the importance of policies and procedures within the organisation and compliance with same. • Understand and can work within a continuous quality improvement framework. • Maintain a high level of confidentiality and discretion. E. Judgement and Evaluation: • Demonstrates sound judgement, decisiveness analytical and operational skills required for the role. • Make informed decisions based on evidence-based information while taking account of the context within which the decision is being made. • Ability to analyse problems and reach solutions in a timely manner. • Ensure decisions made are professional, transparent, ethical and consistent in manner. • Manage complaints and difficult situations successfully in a timely manner. F. Leadership and Team Working • Ability to lead, direct and support a team and understands the complexities of team working. • Self-sufficient while being a good team player. • Demonstrate determination and initiative to achieve results and improve the service. • Ability to adjust plans and decisions where necessary, in light of changing circumstances. • Demonstrate strong analytical thinking skills and anticipates the consequences of decisions. • Build credibility and portrays the organisation in a positive light by being professional and well informed. G. Building and Maintaining Working Relationships: • Communicate effectively at all levels within the service and externally, ensuring that information is appropriately disseminated and understood. • Excellent presentation and negotiation skills. • Ability to work diplomatically in resolving issues. • Ability to present complex information simply. • Listens to and respects conflicting points of view and works towards positive solutions. • Ability to be objective and reflective. • Ability to maintain a calm and professional demeanour in difficult situations.

H. Special Aptitudes and Circumstances: • A strong work ethic and excellent attention to detail. • Demonstrates flexibility, adaptability and openness to change. • Demonstrates a pro-active approach to overall performance. • Demonstrates innovation and creativity. • Full drivers licence with access to own transport.