Facilities Assistant

JOB DESCRIPTION

Department:  Facilities                                

Reports to:  Director of Facilities & Supply Chain

Direct Reports:  N/A                                    

MAIN PURPOSE OF JOB                                                                                                                         

Due to our continued growth, we are establishing new facilities at both Oxford Business and Oxford Science Park which will need additional support and we need to increase the capacity of our central Facilities Team.  This role will work as part of the Facilities team to support the maintenance of the Evox real estate in both lab and office areas across all our locations. This is a key role in ensuring operations can run efficiently, whilst collaborating across all departments and communicating effectively.

KEY ACCOUNTABILITIES

• Updating and maintaining the Purchase order log to track status of orders received
• Maintaining stock rooms for Research and Process Development, updating the stock control inventory system, and regularly replenishing standard stock items in the lab areas
• To be the point of contact for deliveries and ensure they are received by the department / recipient
• Communicating status of availability of stock items / items on back order to manage expectations
• Assist quality control with receipt quarantine and approval for release of controlled materials
• Manage site recycling activities and monitor clinical waste collections
• Support facilities activities where required such as supervising engineers onsite and assisting the facilities manager and the collection and return of laundered Lab coats

• Maintaining Health and Safety standards onsite - such as ensuring safety equipment / PPE is available and in good order
• Covering the reception function when needed to welcome visitors
• Enable site security for access to staff, engineers and visitors
• Monitor incoming phone calls, redirecting where necessary
• Monitor PPE, stationery and kitchen supplies, ensure stocks are kept available
• Keep kitchen area functioning properly – including coffee machine, dishwasher, kettles etc.
• Monitor levels of cleaning standards and supplies to ensure stock is maintained
• Log maintenance issues as appropriate, monitor progress and ensure issue resolved/passed on to achieve successful outcome

PERSON SPECIFICATION

·        Problem analysis, use of judgment and ability to solve problems efficiently

·        Able to build strong relationships quickly and collaborate effectively

·        Tolerant and flexible to different situations

·        Strong verbal and written communication skills

·        Able to prioritise work effectively and efficiently

·        High level of attention to detail and ability to multi-task

·        Uses own initiative, is proactive and reliable, with a ‘can do’ attitude and ability to work independently when on site

Experience & knowledge

·        Previous experience in a similar position would be advantageous

·        A recognized Facilities qualification would be a strong plus

·        Proficient user of Microsoft Office

KEY BEHAVIOURAL ATTRIBUTES – ALL STAFF

People with Purpose – We are innovative and creative in the way we work and deliver. We treat each other with respect and dignity and work collaboratively to learn from each other’s strengths.

Driven to Deliver – We strive to deliver our objectives, and then look for our next challenge. We recognise our achievements and celebrate our successes.

Agile and Accountable – We respond to challenges impacting our progress and find creative and innovative solutions to overcome obstacles. We are brave and not afraid to change our approach to achieve a positive outcome in optimum time.

Candid and Constructive – We communicate with honesty and transparency throughout the team.  We value giving and receiving constructive feedback to each other and our partners.