Role: Facilities Officer
Business: Office of Public Guardian (OPG)
Location: Birmingham
Grade: AO
Salary: £25,582
Contract Type: 1 x Permanent
Minimum Hours: Full Time 37hrs per week 5 days in the office.
Organisational Overview
The Office of the Public Guardian (OPG) protects people in England and Wales who may not have the mental capacity to make certain decisions for themselves, such as about their health and finance. We are an Executive Agency of the Ministry of Justice (MoJ), set up in 2007 following the introduction of the Mental Capacity Act of 2005.
OPG is responsible for registering lasting powers of attorney (LPA) and enduring powers of attorney (EPA) and supervising deputies who are appointed by the Court of Protection.
OPG is a fantastic place to work offering a range of development opportunities. The OPG is a disability confident employer and is committed to developing a supportive and inclusive environment that reflects the diverse community we serve.
OPG is currently delivering an ambitious transformation programme. This will change the way we provide services and help us meet the growing needs of our users, partners and our stakeholders. It will make sure our users experience a better level of support and will help us to respond to the changing needs of society. Transformation will ensure we can better support adults at risk and create high-quality services that are accessible and affordable.
Team Overview
The Facilities Management Team deliver key support functions to the organisation.
The core function of the role is to ensure that the building and their services meet the expected needs of our colleagues. We are the link with the building management agent, all teams in the organisation and the necessary stakeholders, providing effective facilities management through a quality service.
Duties and Responsibilities
To work collaboratively with the relevant internal & external stakeholders to promote closer professional working relationships while maintaining aspects of the departments hard and soft facilities services.
To display, communicate and promote a strong work ethic within the team to maintain service delivery standards and business relationships.
Maintain a high exemplorary profile of the team, promoting a culture of continuous improvement and excellent service delivery.
Liaise with the relevant stakeholders to ensure the building facilities are maintained.
Ensure contractors, suppliers and visitors are dealt with in a professional manner and are made aware of the relevant health & safety and security arrangements for the site following the required processes and procedures.
Manage and maintain the in-house helpdesk/in-box according to team rotas, ensuring requests and enquiries are responded to and dealt with in the line with the prescribed process and procedures within a timely manner.
Procure the necessary stationery items required distributing them across the business as needed in a timely manner.
Accept all deliveries and distribute these resources to the relevant departments, to include paper and envelopes.
Maintain all documentation/spreadsheets in line with department policies and guidance.
Manage building proximity passes. Keeping them secure and that they are issued, monitored and controlled in accordance with departmental policies.
Work to agreed targets and indicators, managing resources and using ICT systems to support your work.
Manage contentious or sensitive issues, referring to your team leader/manager when necessary.
Support the IT Department by maintaining printer consumables, checking supply levels and recording all consumable deliveries.
Provide a secretariat supporting role to the team, producing and
maintaining all relevant documentation on meetings, to an agreed standard.
Progress updates on any arising issues are communicated to your line managers.
Work closely with the Health & Safety Team providing support with their daily tasks when required.
Agreed Expectations
The successful candidate will be expected to work from their base location on a weekly basis in line with current Civil Service requirements, outside of any reasonable adjustments.
You will be required to work on site 5 days per week, with the occasional travel to our other offices in Nottingham and London.
Skills & Qualifications
Essential Skills
Excellent Customer service/communication skills with the ability to build strong working relationships throughout the organisation.
Flexibility to work as a team and on your own.
Adaptable to manage your own work and the day-to-day needs of the business.
To be diligent and focused within a busy non stop department.
Experience of using Microsoft computer packages. Basic knowledge of Microsoft Office Packages, such as Outlook, Sharepoint, Excel and MS word.
Attention to detail
Desirable Skills
Experience working in a facilities environment
Application process
This recruitment will follow the Civil Service Success Profile process. Candidates will be expected to provide a Personal Statement of Suitability of no more than 750 words in support of your application based on essential and desirable skills.
Interview Process
If you are successful at sift, you will be invited to an interview which will use the Civil Service Success Profiles. At interview, candidates should expect questions on:
Strengths relevant to the role
The following Behaviours at Level 1:
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Managing a Quality Service
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Working Together
In the event of a high number of applicants, the lead Behaviour will be Working Together.
All interviews will be held at the base location.
Feedback will only be provided if you attend an interview.
Reasonable Adjustments
At OPG we consider all applications on the basis of merit and want you to feel able to demonstrate your full potential whatever type of assessment is used. If you require any reasonable adjustments for any aspect of the selection process, do not hesitate to get in contact with us.
As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role. If you are applying for a role within OPG and would like to be considered under the Disability Confident Scheme, please indicate this in your application and let us know of any reasonable adjustments you may require during the selection process.
For further information on benefits of working for OPG, such as our Flexible Working Policy and a FAQ, please check the candidate information pack attached to this advert.
If your application for this role is unsuccessful, we may offer you an alternative role at the same or lower grade should one be available.
