Facilities Management Officer (Grade E1)

We are a public body of around 170 people based at an attractive and welcoming office in central Edinburgh (Haymarket). Over the past five years we have adopted a hybrid working model and become a much more geographically dispersed workforce. We will be reviewing our accommodation needs over the next 18 months, in light of these changes and with our next lease break point coming up in 2026, to ensure that we continue to provide appropriate facilities, based in Edinburgh, which support the organisation to deliver its mission and our colleagues to work at their best. Following the retirement of the previous postholder SFC is looking for an experienced professional to lead on all aspects of our day-to-day facilities management and to help ensure we operate to the highest standards of health and safety. This role is located within SFC's core services team. The contract is for 21 hours per week .We will expect to agree a work pattern on appointment: we are open to the role being worked anything between three full days and five part-time days per week. The postholder will be expected to work on site for the majority of their time but there will be flexibility for some home-based working as business needs allow. The postholder will work closely with colleagues in Human Resources and Information Systems, as well as our cross-organisational business support function led by the Senior Business Manager. The post will report to the Head of Human Resources, who has named responsibility for health and safety and is responsible for chairing the Health and Safety Committee.,

• Manage the day-to-day operation of SFC's office space, ensuring it operates effectively and efficiently and provides a safe working environment for all employees and official visitors. This includes:
• Planning, coordinating and directing all essential services including security, maintenance, cleaning, recycling and waste disposal.
• Ensuring SFC staff have access to the appropriate office equipment to do their job - including furniture, stationery, sanitising wipes etc.
• Ensuring appropriate security measures are in place: including secure door entry systems, staff entry passes, and appropriate training/induction for all staff.
• Acting as first point of contact with the landlord's appointed Building Manager for routine tenant issues, representing SFC at tenant meetings and taking appropriate action as required.
• Ensuring all staff are informed of any relevant office or tenant issues of which they need to be aware.
• Responding to emergencies or immediate issues as they arise, and ensuring appropriate follow-through actions are completed.
• Provide day-to-day leadership for all health and safety matters. This includes advising on all aspects of compliance with HSE legislation, maintaining appropriate risk registers, ensuring the smooth operation of the business of the Health and Safety Committee, ensuring appropriate workstation assessments and equipment checks are undertaken in the office and for those working from home, advising on and monitoring employee health & safety training needs and providing appropriate induction to new colleagues.
• Ensure all facilities-related goods and services are procured and managed appropriately. This includes project-managing, supervising and coordinating the work of contractors and service providers, and checking that work has been completed to the agreed standard.
• Maintain register of physical assets (including fixtures, fittings, furniture and IT equipment) and liaise with Finance to report on depreciation.
• Assist with the maintenance of the Business Continuity Plan. This may include advising on best practice and supporting routine updating and testing of the plan.
• Provide support for office transformation projects where appropriate. For example: investigating the availability and suitability of options for re-modelling; investigating alternative workspaces in partnership with SFC and/or FM colleagues in other bodies; and managing changes to the office space while ensuring minimum disruption to core activities.
  
  Essential Criteria
It is important through your CV / Cover Letter that you give evidence of proven experience of each of the following essential criteria:
• Experience of managing a facilities function or working effectively as part of a facilities team, ideally with a relevant qualification in Facilities Management and/or Health & Safety.
• Excellent oral and written communication skills, including the ability to use effective interpersonal skills to build and sustain good working relationships with internal and external stakeholders.
• Effective organisational and project management skills, with the ability to plan pieces of work and coordinate their implementation with a number of different stakeholders.
• Ability to work well under pressure, with the flexibility to manage a diverse range of priorities and react positively to change.
• Good IT skills (MS Outlook / Word / Excel).
Proud member of the Disability Confident employer scheme Disability Confident About Disability Confident A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.