Assistant Facilities Manager - Fixed-term contract

WSET's purpose is to empower people through inspiring learning experiences all over the world. We offer a comprehensive suite of globally recognised qualifications covering wines, spirits and sake.

We are the world s leading provider of qualifications in wines, spirits and sake, delivering over 140,000 exams each year to candidates in over 70 countries via our network of Approved Programme Providers (APPs).

The successful applicant will contribute to a culture of integrity, empowerment, dynamism, and inclusivity within WSET.

Any offer of employment or your ongoing employment is conditional upon the successful completion of a thorough background check by an independent third party.

NB - If you currently work for one of WSET's APPs, you may not be eligible to apply for this role subject to your future career plans and the nature of that role. If you work for an APP either in a self-employed or employed capacity and would like to discuss your eligibility, please contact the hiring manager.

Assistant Facilities Manager - 12 month contract

Building Portfolio:

Baden Place was constructed in the 1980 s to provide character studio accommodation extending to 25,332 ft2 over ground and three upper floors with six car parking spaces at ground floor level.

Bermondsey Street (21,733 ft2) houses WSET s School building over 5 floors, with one tenant on the ground floor.

WSET currently holds 7 tenants.

Bickels Yard (3,550 ft2) is currently vacant.

Job Purpose:

The AFM will assist and support the Facilities Manager to ensure health, safety and sustainability activities are compliant across the WSET portfolio. The AFM will pro-actively support the Facilities Manager, Facilities Co-ordinator and external consultants in the day-to-day delivery of all facility management related functions. The AFM will be the first point of contract for all contractors on-site, overseeing work and ensuring compliance paperwork is up-to-date and in place before works commence. The AFM will also be responsible for the day-to-day supervising of the Facilities Co-ordinator.

The AFM will need to work within a team as well as act from time to time as a lone worker.

Flexibility on work times is required as some evening and weekend work will be required from time to time, which will include emergency callouts. This post is a point of contact for out-of-hours calls.

The AFM will deputise for the Facilities Manager in their absence, excluding budgetary responsibility.

Key Responsibilities:

Building services and Maintenance:

• Acting as a second point of contact to enable the smooth running of the facilities service, including monitoring of facilities helpdesk.
• To assist the Facilities Manager with building refurbishments.
• To assist the Facilities Manager in the management of planned preventative maintenance (PPM) works, ensuring they are completed within schedule and ensuring all compliance paperwork is in place before works comments.
• Assist the Facilities Manager in timely upkeep of contractor information, ensuring insurance, relevant trade body certification, and training is up to date.
• Monitor performance and work conducted by contractors.
• Ensure security and emergency procedures are robust and adhered to at all times, taking an active role in the event of emergency situations.
• To support the Facilities Manager with monitoring cleaning contractors ensuring the standard of cleaning against contract.

Health, Safety & Environmental:

• Assist Facilities Manager to ensure compliance with all current statutory legislation and regulations in respect of health and safety and the environment, including but not limited to:
• Conduct regular daily, weekly, monthly building inspections, ensuring records are kept and spreadsheets updated.
• Reviewing contractor risk assessment and method statements (RAMS).
• Contribute to writing reports to the Health and Safety Committee.
• Be an active member of the Health and Safety Committee.
• Assist the Facilities Manager to ensure all works arising from audit / reports are completed on time.
• To assist the Facilities Manager in writing health and safety documents.

Financials:

• Assist the Facilities Manager in ordering and procurement of supplies, ensuring works have purchase orders and keep budgeting spreadsheet up do date.
• Assist the Facilities Manager with monthly management accounts, when required.
• Assisting the Facilities Manager with yearly budget setting and service charge budgets.
• Adhere to operational budgets and finance procedures.

Other:

• Assist the Facilities Manager in reviewing contracts, including collating information for tenders, sourcing contractors and suppliers.
• Assist the Facilities Manager in writing business continuity documents, and testing when required.
• Day-to-day supervision of the Facilities Co-Ordinator.
• Cover for Facilities Co-Ordinator duties when on leave or absent.
• Assist the Facilities Manager and external consultants as and when required.
• Any other duties that may reasonably be required from time to time, such as seasonal and business events.

Essential criteria

At least 2 years' supervisory experience as a Facilities Assistant Manager or Building Manager

4 years' experience of conducting site inspections and reviewing RAMS

2 years' experience of supervising minor projects and refurbishments

Proven knowledge of Health & Safety legislation, IOSH Managing Safely Certificate or ideally NEBOSH General Certificate

Membership of IWFM

Experience of managing contractors, including reviewing RAMS

Demonstrable experience of managing budgets

Team player who is willing to carry out a full range of facilities management tasks

Flexible mindset

Ability to communicate effectively through Microsoft Office suite

Desirable

Hard FM background with trade ideally electrical or plumbing

Experience of writing Health & Safety documentation

Benefits

Annual Leave - 27 days pa + public holidays, increases with service; ability to buy/sell 5 days

Pension

After three months:

Pension:

5% Employee (EE) 3% Employer (ER) contributions.

Option 1: 3% EE 5% ER

Option 2: 5% EE 8% ER

Option 3: 7.5% EE 12.5% ER

Option 4: 9% EE 15 ER

Health insurance

Vitality scheme - post probation - Access to virtual GP appointments, Rewards include Caffe Nero drinks, Cinema Tickets, Apple Watch, Cash Back on Waitrose shopping, Amazon Prime membership, 75% off at Champneys, 6 month subscription with HeadSpace, Discounted Weight Watchers membership and gyms such as Virgin Active, Nuffield Health and David Lloyd, Smoking Cessation day worth 300 and half price health screens

Eye voucher scheme

Food and drink in the office

Nespresso coffee makers and a range of other drinks, fruit, cereals, soups

Season ticket & gym membership loan scheme

Group income protection scheme

EAP

24/7 confidential help and support from trained counsellors and advisors

Death in service

4x annual salary paid to nominees with associated bereavement support for family

Enhanced family friendly leave and pay

Celebration vouchers

Cycle2Work scheme

Discretionary bonus

Development - WSET's in-house training and qualifications in Wines, Spirits and Beer as well as other professional development opportunities