Facilities Co-ordinator

Date JD Revised:

SOUTH WALES FIRE AND RESCUE SERVICE
JOB DESCRIPTION

Department

Property Services

Post

Facilities Management Co-ordinator

Post No

NU137

Grade

7

Location

Fire Service Headquarters

Responsible to

Facilities Manager

Responsible for

Supervision of any technical support staff directly
involved with the facilities management function such
as contractors.

Responsibility for
Physical Resources

Providing a Facilities Management (FM) service to
support the efficient running of our property assets

Responsibility for
Financial Resources

Placing orders and arranging payment of invoices

This job description refers to the main purpose and responsibilities of
the post. It does not necessarily list in detail all of the tasks required to
carry out these responsibilities. This job description will be reviewed as
and when necessary to ensure that it meets the Service’s business
requirements.

MAIN PURPOSE OF THE POST

To provide support to the Facilities Manager in coordinating the delivery of the
facilities management function across the Service’s property assets.

To seek best value solutions to everyday facilities issues to ensure the
Service’s property assets are well managed and meet the needs of our users.

DUTIES AND RESPONSIBILITIES:

1. To manage and maintain the Property Help Desk and monitor defect

notices received from staff based on SWFRS premises.

2. To manage the resolution of maintenance and minor repair
requirements by prioritising and allocating resources appropriately and
where necessary arrange for the procurement of supplies and services

3. To obtain estimates and formal quotations for property maintenance

works for budget commitment purposes in line with Contract Standing
Orders and Procurement rules.

Date JD Revised:

4. To supervise and issue works orders to relevant external contractors.
This is to include ongoing supervision to ensure completion to time,
cost and quality standards and where necessary inspecting the work
prior to payment.

5. To liaise with appropriate station staff when work is planned,

undertaken and completed.

6. To provide the Facilities Manager and Property Strategy Manager with

timely reports on budget commitments and spend to date

7. Assist the Facilities Manager in the management and renewal of all FM
related contracts to ensure compliance with contract standing orders.

8. In relation to the management of contracts and as directed by the
Facilities Manager ensure the performance of contractors meets
expectations and performance measures, and deal with dispute
resolution when required in adherence with the terms of the contract.

9. To support the property team in undertaking administrative functions

including; dealing with invoices, data inputting, and tender evaluations.

9. To carry out regular scheduled visits to identified premises for the
purposes of; inspecting completed works, liaising with occupiers in
respect of defects, and supervising external contractors.

10. To undertake systems administrative responsibilities for property asset
management databases in use by Facilities Management.

11. To assist the Facilities Manger in managing the security contract and

liaise directly with Security

12. To demonstrate a good understanding of Facilities Management having
achieved a recognised qualification / certificate from a relevant
professional body e.g. IWFM, and having obtained relevant FM
experience.

13. To take a key role in the ongoing development of the services

compliance monitoring and improve the way we manage the data.

14. Conduct Compliance Monitoring reviews to confirm that the Service is

complying with relevant regulatory and statutory requirements to
ensure the Service complies with legislative and other statutory
requirements in relation to its property assets, contractors and staff

15. Keep up to date with changes to regulatory requirements or

implementation of new legislation and codes

16. Support, and when required, represent the Facilities Manager at
relevant meetings and groups both internally and externally in relation
to facilities management issues.

Date JD Revised:

17. To participate in the out of hours rota for the Property Services team at
the current rate if required.

STANDARD SERVICE REQUIREMENTS

• To attend in-house and external training courses as required.
  

• Any other duties commensurate with the grade and post.
  

• To co-operate fully with any scheme or pilot scheme that shall be

introduced within the department or across the Service.

• To implement the principles of the Service’s Equal Opportunities and

Diversity Policies and Welsh Language Schemes whilst carrying out the
above duties.

• To adhere to Health & Safety Legislation/Relevant Service Policies and

Procedures and to take reasonable care for the health and safety of
yourself and other persons who may be adversely affected by your
acts/omissions.

ORGANISATIONAL VALUES
In performing the above role, all employees of the Service are required to
observe and promote the Service’s Core Values to be, at all times:

• Professional

• Caring

• Respectful

• Dedicated

• Trustworthy

• Dynamic

• Disciplined

• Resilient

NB:This role involves frequent travel between sites throughout the South
Wales area.