Operations and Maintenance Manager – General Council

Job Title: Operations and Maintenance Manager Council: General Council Salary Scale: Executive Scale 1 (£29,022 - £34,481 p.a) Hours per week: 37.5 hours (Monday- Friday) Location: Assembly Buildings, 2-10 Fisherwick Place, Belfast Responsible to: Head of Conferencing and Operations MAIN FUNCTION OF JOB To be an active member of the General Assemblys staff team, contributing to the effective administration of its functions and assisting in the development of strategies and plans for the delivery of its agreed objectives in a manner in keeping with the Christian ethos of the Presbyterian Church in Ireland. Under the Leadership of the Head of Conferencing & Operations, the General Council and its Support Services Committee to assist with the implementation of decisions of the General Assembly relevant to the Council and to carry forward its delegated responsibilities. To maintain and operate all operational matters of the office, conference and retail complex comprising of Assembly Buildings and Fisherwick Buildings including Health and Safety, Security, Facilities Management, maintenance and repair and all other property legislative matters while managing all professional contractors in a manner in keeping with the Christian ethos of the Presbyterian Church in Ireland To provide advice for other properties owned by the General Assembly as appropriate. RESPONSIBILITIES AND DUTIES 1. To take lead responsibility and management of all aspects of the operation and maintenance of the Assembly Buildings and Fisherwick Buildings complex. 2. To organise and supervise the work of the Operations and Maintenance Assistant and casual staff ensuring cover at all times, providing cover and support as necessary and manage the Operations and Maintenance Assistant who will also prepare rooms and equipment for internal PCI meetings and events as required. 3. To oversee and ensure that appropriate security personnel are in place to meet the requirements of the General Assembly, its Councils and external bookings as required. 4. To ensure that fire alarms are maintained, including regular inspection, servicing and testing and assist the Head of Conferencing & Operations in evacuation procedures; and to be the first point of contact for the Fire Authority and prepare for all Fire Audits when required. 5. To ensure that intruder alarms are maintained, including regular inspection, servicing and testing and to ensure on call coverage for the alarm systems by implementing plans for Assembly Building and Fisherwick Buildings cover 24/7, 365 days per year and be available for emergency call out as required. 6. To manage and coordinate the Assembly Building maintenance plan and oversee all external suppliers of property services to Assembly and Fisherwick Buildings and manage all service contracts and contractor appointments in liaison with the Head of Conferencing & Operations. 7. To ensure that the fabric and furnishings of the buildings are maintained, including regular planned maintenance, inspection and servicing, and that there is a high standard of internal and external presentation and ensure the effective operation of the Assembly Buildings and Fisherwick Buildings complex in respect of office, conference, meeting and retail areas, delivering a high level of satisfaction to service users and tenants. 8. To manage professional advisers and contractors as required in relationship to major and minor works in Assembly and Fisherwick Buildings and other General Assembly properties. 9. To ensure that all plant and machinery is managed, regularly serviced and fully operational including heating, air conditioning and door access and manage the computerised heating and air-conditioning system weekly for Assembly and Fisherwick Buildings. 10. To maintain the Visitor Exhibition in good condition and working order (including multi-media aspects). 11. To operate equipment for internal PCI meetings and events when required. 12. To provide advice and information as required for queries, correspondence and complaints in relation to buildings issues. 13. To work with the Head of Conferencing & Operations and act as Health and Safety Officer for Assembly Buildings and as the Health and Safety Officer to be aware of all current Health and Safety legislation, effecting compliance throughout the building and, referring any queries to the Head of Conferencing & Operations. 14. To manage the application of the Entertainments Licence for Assembly Buildings on an annual basis and all legislative requirements for this process. 15. To assist the Head of Conferencing & Operations with the detailing operational planning and execution of major external conferences and events. 16. To manage the preparation of facility work cost proposals in conjunction with the Head of Conferencing & Operations. 17. To assist the Head of Conferencing & Operations in the development and management of a Sustainability Policy and Programme for Assembly Buildings. 18. To manage all post and supervise large mailings, maintenance, control and recording of the Franking machine and distribution of incoming mail. Reporting to Council and Committees 19. To attend meetings and present reports as required. 20. To attend staff meetings as required. General 21. To assist the Head of Conferencing & Operations as appropriate and to deputise in their absence as required. 22. To cover the work of the Operations and Maintenance Assistant in their absence. 23. To comply with all PCI policies and procedures, including the Equality of Opportunity and Health and Safety Policies. 24. To participate in personal and professional development activities as required. 25. To contribute to the overall organisational effectiveness and to perform any other duties as deemed appropriate by the Head of Conferencing & Operations in line with the requirements of the General Assembly or the Clerk of the General Assembly CRITERIA 1. QUALIFICATIONS AND KNOWLEDGE Essential A relevant qualification at Degree level or equivalent or 2 A levels or equivalent and 3 years relevant management experience. A knowledge of current Health and Safety regulations and good practice and at least 2 years experience of implementing relevant Health and Safety regulations. Competent in the use of Microsoft Applications. 2. RELEVANT EXPERIENCE Essential A minimum of 2 years experience in a similar role (e.g. including building operations management, implementing maintenance programmes, refurbishments and appropriate contractor management administration and Health & Safety legislation, record keeping). At least 2 years experience of working with contractors e.g. tradesmen, cleaning, security. Experience of working with computerised building control systems, including heating, fire alarm and security systems. Desirable At least 2 years experience of overseeing building works including liaising with contractors, attending site meetings etc. At least 2 years experience of carrying out basic repairs and general maintenance duties. Experience in staff management and supervision. Experience in conference logistics and operating technical equipment in connection with conferences e.g. audio visual equipment. 3. PERSONAL ATTRIBUTES Essential Good communication skills. Committed to providing excellence in customer service. Good interpersonal skills. Good record keeping skills, with accuracy and attention to detail. Able to build and maintain effective working relationships. Able to prioritise and manage time effectively. Good organisational and planning skills. The ability to work on own initiative. Friendly disposition towards the public. 4. PHYSICAL REQUIREMENTS Essential Health such as to allow for attendance reliability and work proficiency (reasonable adjustments will be made for those with a disability). Able to physically move furniture and to set up rooms and equipment. Appearance must be acceptable within the working environment. 5. SPECIAL CIRCUMSTANCES Essential Must be committed to working within the Christian ethos of the Presbyterian Church in Ireland. Must be willing to work additional and flexible hours to fulfil the requirements of the post including evening and weekend working. Willingness to be on 24 hour call out as required. Skills: Maintenance Operations Health and Safety Management Benefits: Discount Card Enhanced annual leave Free Access NI and professional fees (if App) Enhanced Mat/paternity pay and pension scheme Free counselling for staff any 18+ household Time in Lieu (if applicable) Hybrid working