Job Description

Responsible for: Cleaning staff (x 2 part time), Maintenance volunteers,Contractors

Reports to: Chief Executive

Employment term: 0.6 f.t.e (22.5 hours per week) to start at 21 hours per week with a view to rise to 22.5 hours in time

Permanent

Salary: Starting Salary £32,483 up to £35,441 per annum, pro rata
(2 months’ notice period)

Position based in: Oxford, Oxfordshire

Benefits:

Employee Assistance Programme, Pensions, 33 days holiday (pro rata) inclusive of bank holidays, 4 weeks optional unpaid sabbatical after five year’s service and more.

Head of Facilities

We are looking for someone with a positive attitude and thorough approach to their work, to ensure RESTORE provides a suitable, safe and secure working environment for its employees, volunteers and members.

Overall aims of the post

The Head of Facilities is responsible for coordinating and overseeing areas of work associated with the buildings and facilities that make up the infrastructure of Restore.  This includes overseeing Health & Safety, Premises and IT.  This work entails liaising with other members of the Executive Team who have devolved responsibility for their own areas of work, particularly in relation to operational issues.  The Head of Facilities is responsible for the delivery of facilities-related tasks through other members of staff, volunteers and contractors.

Restore’s workplaces are situated in Oxford, Banbury and Didcot.

The Head of Facilities has responsibility for controlling the budget in all related areas, and is a member of Restore’s Executive Team.

Responsibilities

In relation to Health & Safety

1. To take the lead in the devising, reviewing, communication and implementation of robust policies and procedures relating to Health & Safety
2. To ensure that Restore is compliant with all aspects of Health & Safety legislation, and that this is reviewed regularly
3. To oversee the provision and maintenance of appropriate Fire Safety equipment and alarms
4. To oversee the routine testing of Fire Equipment and routine fire drills.  Ensure that correct logs are kept up to date
5. To work with Executive Team to ensure that all staff, volunteers and members are offered appropriate training in relevant areas
6. To take the lead with the annual review of risk assessments relating to buildings, equipment and activities which relate to buildings and the use of equipment by staff, volunteers, members and contractors
7. In conjunction with the Director of Finance and Administration, ensure that Restore holds the correct level of insurance relating to Employee and Public Liability
8. Ensure that the correct signs and notices relating to Health & Safety are displayed in accordance with legislation
9. Work with relevant colleagues to devise and implement routine Health & Safety inspections in their workplaces

In relation to Premises

1. Maintain good relationships with Restore’s landlords and tenants with routine liaison and prompt communication when issues arise
2. Ensure that all leases are complied with and that break-clauses or termination dates are noted and any issues raised with the CEO
3. To oversee the maintenance and upkeep of all Restore’s premises:
   • Conduct routine inspections and oversee fault-reporting system
   • Work with volunteers and relevant staff to effect repairs and renewals where possible
   • Source, engage and oversee contractors where relevant, ensuring competitive price and value for money and keeping within budget
   • Establish relationships with local companies and individuals to undertake work on a pro-bono or reduced fee wherever possible
   • Manage a small team of cleaners
4. Inventory and maintenance of equipment
   • Establish an inventory of all Restore’s equipment and update annually, in line with audit requirements.  Ensure that items requiring replacement are included in the budget each year.
   • Ensure that all Restore’s equipment is kept maintained in accordance with Health & Safety legislation
5. Lettings to external individuals and organisations
   • Work with Support Services staff to have efficient methods for taking bookings and preparing for lets
   • Keep up to date information available for room bookers
6. Storage
   • Work with colleagues to identify locations for storage around Restore’s premises
   • Oversee that storage is used in accordance with agreed use
   • Keep an up-to-date log of where things are stored and set up systems to make sure that this is adhered to
7. Procurement (including donations of equipment/furniture)
   • Work with colleagues to identify items of equipment or furniture that are required
   • Oversee the procurement of items:
     1. By donation
     2. Pro bono
     3. If i) and ii) are not possible, ensure that purchases are value for money and within budget
   • Oversee unsolicited donations, developing systems to limit the donations of unwanted items and encouraging regular donations of items that can be used routinely
   • To make sure that donations are stored in an accessible and appropriate manner, and that relevant staff know where to find them

In relation to IT

1. Oversee contracts relating to IT (for routine IT administration, troubleshooting, website hosting and database design and maintenance)
   • Establish that all IT contractors are providing an efficient and effective service that present value for money
   • Liaise with contractors routinely and for periodic contract reviews
2. Make sure that all areas of the organization know how to get assistance with the troubleshooting of IT issues
3. Work with relevant colleagues to make sure that all staff have suitable IT equipment, training and support
4. Work with the Executive Team to create and implement an IT strategy
5. Ensure that IT expenditure is kept within budget
6. Ensure that IT is compliant with General Data Protection Regulations

Person Specification

You will have an understanding of the sector, and empathy with people with mental health problems is vital. Restore needs people who have the ability to cope with limited resources, seize opportunities and think creatively. Awareness of the stigma and other issues surrounding mental illness is important, as is the ability to remain calm under pressure when dealing with sensitive staffing or member issues. 

Essential Requirements

Knowledge

• Health & Safety qualified (NEBOSH level or similar) or willing to work towards
• Working knowledge of health & safety legislation
• An understanding of property maintenance
• An understanding of IT requirements for a medium sized charity and how to oversee smooth delivery of IT related services

Experience

• Experience of overseeing property maintenance and facilities management (or similar)
• Experience of managing staff and overseeing the work of volunteers and contractors (or evidence of transferable skills)
• Experience of managing budgets and overseeing procurement, or be able to evidence ability to do so

Skills and Abilities

• Ability to develop and implement high quality policies, procedures and systems
• Ability to develop, manage and maintain excellent working relationships with service and supply companies while displaying sound financial awareness
• Ability to prioritise workload, multi-task and deal calmly with conflicting priorities
• Pragmatic approach to problem solving
• Ability to use initiative and work creatively
• Thorough approach to detail
• Ability to communicate with a wide variety of people in an effective manner
• Ability to interpret relevant legislation and guidance into working practice
• Demonstrable IT literacy and confidence in using the Microsoft Office suite of applications

Desirable Requirements

• Experience of analysing maintenance problems and sourcing cost effective and practical  solutions
• Car driver/owner

Other work related criteria

• Willing and able to undertake occasional evening and weekend work
• Willing and able to undertake regular travel within the county and occasionally elsewhere in the UK 

Any offer of employment is subject to a satisfactory Disclosure and Barring Service check.

There is a probation period of six months for new employees, during which time your employment will be monitored. Your employment will be subject to you completing your probationary period to the satisfaction of Restore.

About Restore

Restore works in Oxfordshire with people who have severe and enduring mental health problems. We know that everyone has talents and abilities, and the capacity to make a valuable contribution to the community. We believe that people with mental health problems have the right to work, the right to the support they need to gain employment and lead fulfilling lives.  We also believe that the stigma associated with mental health problems damages the whole community and in all we do, we work to challenge this discrimination.

Restore provides Recovery Groups and a Coaching Service. Coaching provides one to one support enabling members (service users) to achieve their aims. Restore's coaching activities focus on supporting people to achieve paid work, after a period of illness, to start volunteering or start or return to education. Some coaches are embedded within Recovery Groups, and others work within hospital or community settings.  Recovery Groups provide members with the opportunity to work on their journey of recovery together through therapeutic activity such as gardening, woodwork, catering or craft based activities.

Restore has six sites in Oxfordshire (four in Oxford, one in Didcot, and one in Banbury), plus two sub-contracted sites (in West and South Oxfordshire) and staff who work across a range of other sites in the county.  Restore also leads on the delivery of the Oxfordshire Recovery College, an innovative shared learning environment for people with mental illness, their families, carers and professionals.

Restore also offers Mental Health First Aid training and Working With Mental Health courses, the former aimed at both individuals and organisations and the latter specifically at the corporate sector.