Job Description:

Facilities Officer - Canary Wharf  Role Overview

The Facilities Officer plays a key role in ensuring the NCG's Higher Education Centre in Canary Wharf provides a safe, secure, welcoming, and well-maintained environment for students, staff, visitors, and stakeholders. Working closely with the Centre Management team, landlords, contractors, and service providers, the postholder will support the efficient day-to-day operation of the building, ensuring compliance with health and safety standards and delivering an excellent customer experience.

Key Responsibilities Facilities Management and Maintenance

• Support the effective day-to-day operation and upkeep of the HE Centre, ensuring facilities remain safe, clean, functional, and fit for purpose.
• Coordinate maintenance requests, repairs, and planned preventative maintenance activities through the building landlord and approved contractors.
• Conduct routine inspections of facilities, identifying and reporting issues promptly and ensuring timely resolution.
• Manage permits to work and ensure all maintenance activities are undertaken in accordance with landlord requirements and relevant legislation.

Health, Safety and Compliance

• Promote and maintain a positive health and safety culture across the Centre.
• Support compliance with all relevant health, safety, environmental, and building regulations.
• Maintain accurate records relating to risk assessments, inspections, incidents, fire safety checks, and statutory compliance.
• Assist in ensuring fire safety systems, emergency procedures, first aid provisions, and evacuation arrangements are effective and regularly reviewed.

Contractor and Supplier Management

• Liaise with and oversee external contractors, service providers, and landlord representatives to ensure works are completed safely and to agreed standards.
• Monitor contractor performance and compliance with site procedures, including induction and permit processes.
• Support the coordination of contract cleaning and other outsourced services to maintain high standards throughout the Centre.

Deliveries and Logistics Coordination

• Manage the receipt and distribution of deliveries, supplies, and equipment.
• Coordinate access arrangements, loading requirements, and parking permits through the landlord where necessary.
• Ensure deliveries are handled efficiently and in accordance with site security and health and safety procedures.

Space Management and Operational Support

• Assist with room layouts, furniture moves, and space planning activities to support teaching, events, and operational requirements.
• Support the preparation and setup of classrooms, meeting rooms, and communal areas.
• Monitor and replenish facilities-related supplies and equipment as required.

Security and Access Control

• Work closely with Reception and building management teams to maintain a secure environment.
• Administer building access systems, including access cards, keys, and visitor procedures.
• Respond appropriately to security incidents and support investigations where required.

Administration and Emergency Planning

• Maintain accurate facilities records, work requests, compliance documentation, and service logs.
• Raise and monitor facilities requests through landlord management systems and ensure issues are followed through to completion.
• Support business continuity planning and emergency response procedures, including fire evacuations and incident management.

Skills, Knowledge and Experience Essential

• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Strong problem-solving skills and a proactive approach to resolving operational issues.
• Knowledge of health and safety legislation and facilities management best practice.
• Excellent communication and interpersonal skills, with the ability to build positive relationships with students, staff, contractors, and visitors.
• Experience of coordinating contractors, suppliers, or facilities-related services.
• Competent IT skills and experience maintaining accurate records and documentation.

Personal Attributes

• Professional, approachable, and customer-focused.
• Highly visible and proactive in supporting the day-to-day needs of the Centre.
• Able to work independently whilst contributing positively to a wider team.
• Committed to maintaining high standards of service, safety, and operational excellence.
• Flexible and adaptable in responding to changing operational requirements.

Why Join Us?

This is an exciting opportunity to contribute to the success of NCG's Higher Education Centre in Canary Wharf, helping to create an outstanding learning and working environment for students and colleagues. The Facilities Officer will play a vital role in ensuring the Centre operates efficiently, safely, and to the highest professional standards.