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					                                 UNIVERSITY OF SUSSEX

1      Advertisement                                                               Ref: 654

Estates & Facilities Management Division
Assistant Premises Supervisor
Fixed term to 31 July 2013, full time
Salary range: starting at £19,411 and rising to £22,475 per annum. It is normal to appoint
at the first point of the salary scale
Expected start date: August 2012

Applicants are invited to apply for the role of Assistant Premises Supervisor within the
Estates and Facilities Management Division.

This role reports directly to the Premises Supervisor and works closely with the Senior
Premises Assistant. The successful candidate will be sharing the duties of the local portering
team within a complex of buildings.

Applicants must be pro active, able to carry out clear instructions, motivate staff,
communicate issues to customers at all levels and therefore have excellent communication
skills. The ability to work in a team is essential.

36.5 hours a week, Monday to Friday. Please note additional overtime may be required in
times of staff absence, therefore working hours may change to accommodate University

Closing date for applications: 5 June 2012
2.       Senior leadership and management

The Vice-Chancellor (Professor Michael Farthing) is the senior academic officer and, as
Chief Executive, is responsible to the University Council for management of the University.
He is supported by an executive group which includes the three Pro-Vice-Chancellors, the
Registrar and Secretary, the Director of Finance and the Director of Human Resources. The
Heads of the Schools of Studies at Sussex report to the Pro-Vice-Chancellors.

The Registrar and Secretary heads the Professional Services of the University. In addition,
under the University Statutes, the Registrar and Secretary is Secretary to the University
Council. The Director of Finance reports to the Vice-Chancellor. The Director of ITS reports
to the Registrar and Secretary, and the Librarian reports to one of the Pro-Vice-Chancellors.

3.       Estates & Facilities Management Division

The Estates & Facilities Management Division is responsible for the management of
University non-residential buildings and the delivery of facilities management services to a
diverse range of customers.

The adopted mission statement is:
“The Estates and Facilities Management Division will provide high quality Support Services
to staff, students and visitors to the University and deliver innovative solutions in a safe,
functional and cost effective manner, whilst respecting the physical and environmental
heritage of the campus.”

Over the last seven years the Division has developed into an integrated Estates & Facilities
function combining all support services under one umbrella, with a strong emphasis on
customer focus.

The Division comprises of the following sections:

     •   Facilities Management Section
     •   Estates & Infrastructure Section
     •   Planning & Records Section
     •   Capital Projects & Development Section
     •   Finance & Budget Planning Section

Support Services

The Support Services Team manages a variety of work in all campus administration and
academic buildings. Delivery of services enable the smooth running of buildings including
secure distribution of daily post, office moves, building security and reporting of maintenance
and safety of all public areas.

All staff work within teams helping each other to provide a comprehensive and efficient,
timely service. Each team is headed by a senior member of staff reporting to a local building
4.      Job Description

                                 UNIVERSITY OF SUSSEX

                                    JOB DESCRIPTION

Job title             Assistant Premises Supervisor

Division              Estates & Facilities Management

Location              New Academic Building

Grade                 4

Responsible to:        Premises Supervisor

To assist in the Management of:      Premises Team
                                     Internal cleaning
                                     Postal service
                                     Office moves
                                     General teaching and learning space
                                     Access control and key distribution
                                     Health and safety and maintenance
                                     Customer support

Main Purpose of Job
To ensure that all buildings are safe and secure in accordance with University policy,
procedure and ordnances. To manage the premises teams to ensure that support services
provide an effective service.

Duties of the Post

Support Services (35%)
   • To assist with the issue of building keys to authorised persons in compliance with
     the University key issuing procedures
   • To deputise for the Premises Supervisor at project co-ordination and school meetings
     providing the main contact for local EFM projects. The post holder will provide
     feedback on any related issues
   • To oversee and place orders for supplies and services, e.g. stationery, cleaning
     supplies and the disposal of confidential waste
   • To oversee the collection and delivery of relevant supplies to technical/support staff
     within managed buildings
   • To undertake regular building tours, meeting key customers discussing any points
     raised and referring back to EFM management as appropriate
   • To oversee and co-ordinate internal and Royal Mail postal service to managed
     buildings ensuring that associated franking equipment is serviced
   • To assist in the maintenance of an efficient office filing system of all relevant manuals
     and registers to include the following:
             Staff training log
             Cleaning audits
             H&S/maintenance inspection logs for all common areas
             Key Register for all building keys
             Student Locker Key Register
             WEEE Directive and recycling
               Print Unit Machine Rooms
   •   To ensure premises staff provide agreed service in liaison with the Print Unit as
       specified under separate cover
   •   To administer monthly salary variation forms and arrange all overtime within the
       constraints of safe working practices and the Working Time Directive
   •   To manage staff rotas and annual leave requests to ensure that peak periods of work
       are taken into account

Staff Management (25%)
   • To manage support staff ensuring all aspects of service are completed to a high
   • To complete the annual staff review process
   • To arrange and agree overtime/TOIL for staff in agreement with line management
   • To support the Premises Supervisor in the management of sickness and absence in
       compliance with University policy. To include return to work interviews, Occupational
       Health and other related welfare referrals
   • To support other EFM premises teams, providing staff cover as appropriate in
       agreement with line management
   • To undertake any role within the Premises Teams during high levels of sickness

Health and Safety (10%)
   • Responsible for the safety and welfare of all EFM support staff in compliance with the
       University safety handbook/ policies
   • To carry out generic and dynamic risk assessments on all work related activities
       making alterations to ensure safe working practices
   • To oversee the Fire Warden list (supplied by H&S) for each building, ensuring the
       Fire Marshall role is carried out effectively
   • To deputise at Safety Group meetings and safety inspections
   • To ensure a clean and safe working environment throughout the complex
   • To ensure no noisy building works (with the exception of emergency works) are
       carried out at any time in the complex without prior consultation with building users
   • To manage premises staff to distribute rock salt in icy/frosty conditions to all complex
       building entrances. Notify Helpdesk/Security of any dangerous location that requires
       additional treatment
   • To ensure all staff have and use correct personal protective equipment (PPE) and
       that Control Of Substances Hazardous to Health (COSHH) sheets are completed
       where appropriate
   • To oversee arrangements for the electrical testing of all EFM support staff portable
       appliances throughout the complex
   • To develop and maintain a Health & Safety training log for the Premises Team in
       liaison with line management

Maintenance (15%)
   • To ensure that premises teams successfully complete daily local maintenance, H&S
      and security checks in line with University policy
   • To monitor the cleaning service and to provide unprompted feedback to the Premises
      Supervisor. To meet with building Cleaning Supervisors to ensure satisfactory
      standards are maintained including additional works as required
   • To ensure all external areas are kept clear of litter/weeds/cigarette ends etc including
      loading bays, delivery points, reception areas and all main entrances. The post
      holder will enlist the assistance of the premises team in this work
     •   To oversee the work undertaken by the Direct Services Unit or contracted services
         and to update/report back to EFM on related matters. The post holder will ensure that
         work is completed to a satisfactory level regarding non technical issues such as
         timing and providing unprompted feedback to EFM as necessary
     •   To maintain an up to date (on line) list of repairs and maintenance work required in
         local buildings ensuring that the EFM Helpdesk has all relevant information
     •   To arrange a scheduled collection service from all internal recycling bins
     •   To maintain and monitor local building photocopying machines in common areas.

Security (10%)
   • To assist the Premises Supervisor with building key issues and returns in accordance
       with procedure
   • To assist line management in the development and running of the access control
       system in compliance with procedures

General Teaching Space (5%)
  • To regularly site survey each teaching room with regards to the fabric and fixed
      equipment therein making sure that all equipment is in safe working order. On
      occasions this will be in the company of representatives from Teaching Faculty to
      assess facilities

Note: To work closely with the Premises Supervisor on the delivery of all services and
customer feedback on any matters of concern.

The duties listed are current duties of the post which may be modified to meet the changing
needs of the Division and the University.

5.       Person Specification

Skills and Abilities                                         Essential   Desirable
Effective oral and written communicator with a wide             x
range of people.
Flexible and approachable in responding to                      x
emergencies and unforeseen events
Ability to distinguish between conflicting demands,             x
scheduling and planning work in order to meet priorities
and deadlines
Able to utilise basic IT skills accurately and efficiently      x
Innovative approach to problem solving                          x
Able to work in a confidential manner                           x
Able to provide excellent customer service                      x
Use of databases                                                x
Ability to work as part of a team, helpful, cooperative         x
and to be sensitive to the needs and feelings of others

Knowledge                                                    Essential    Desirable
Understanding of the operation of EFM                                       x
Ability to complete cleaning audits                                          x
A basic knowledge of health and safety                                       x
Experience                                                  Essential     Desirable
Working in an office environment                               x
Experience in clerical and administrative systems               x
Experience in staff management                                  x
Writing risk assessments                                                     x
Heading up a team                                               x

Qualifications                                              Essential     Desirable
English at GCSE or equivalent                                               x
Maths at GCSE or equivalent                                                  x

Personal Attributes and Circumstances                       Essential     Desirable
Conscientious                                                  x
Customer focused                                                x
Methodical, well organised                                      x
Positive and flexible team worker                               x
Trustworthy and honest                                          x
Enthusiastic and supportive                                     x

6.     Terms & Conditions

The following paragraphs are a brief summary of relevant Conditions of Service for Clerical
and Related Staff in the University. The full conditions are available at

1.   Remuneration
     Salary scales are available at

     The incremental date is 1 October. Unless otherwise stated, members appointed to a
     new salary scale between 1 April and 30 September inclusive receive their first
     increment on 1 October of the following calendar year.

     Salaries are paid on the last day of each month in arrears by bank credit transfer.

2.   Probation
     All new appointments are made on a probationary period unless the condition is
     exceptionally waived or modified in the letter of appointment.

3.   Superannuation
     (i) Staff starting before 1 April 2009 may (except in exceptional circumstances) join the
     University of Sussex Pension and Assurance Scheme (USPAS).
     (ii) Staff starting from 1 April 2009 will be eligible to join the University’s defined
     contribution scheme.
     The University operates a salary exchange scheme for pension contributions.
4.   Holidays
     The basic holiday entitlement is 20 working days a year (pro rata for part time staff)
     plus days when the University operates a minimum service (at present 4 at Christmas,
     2 at Easter), plus public/bank holidays, a total of 34 days a year. There are additional
     holidays for staff with long service. There is one additional day after three years '
     service, a second additional day after four years' service, and a further additional day
     after five years' service (all pro rata for part time staff).

5.   Hours of work
     The working hours for full-time members of staff are 36.5 per week. Normal office
     hours are 9.00 am to 5.30 pm, Monday to Friday, with one hour for lunch. (These
     normal office hours total 37.5, and members agree with their Section Heads how they
     will work so that their average hours per week are 36.5.)

6.   Leave
     The University operates leave schemes for maternity, paternity, adoption, parental and
     dependants, on compassionate grounds, sickness and without salary. Further details
     are available on the Human Resources website.

7.   Removal Expenses
     A grant towards the certain expenses of removal of household effects may be made to
     members on moving to this area to take up an appointment lasting more than twelve
     months. The maximum amount payable will normally be £2,500. Further details are
     available on the Human Resources website.

All documents referred to can be requested from Human Resources on 01273 877769 or at
Room 338 Sussex House, Falmer, Brighton BN1 9RH.

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