Job title: Facilities Assistant Grade: Grade A Role code: SG007 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Provide an effective and efficient facilities services support function across a range of tasks that may include driving, routine maintenance and repair, cleaning and caretaking, in order to ensure the security, safety and cleanliness of premises, equipment and plant and the effective transportation of vehicles, equipment or post as required.
Maintain the cleanliness of properties and sites, carrying out a range of cleaning duties including the maintenance of cleaning equipment and stock levels of cleaning chemicals, heating oil stocks and other supplies, the collection and bagging of laundry, cleaning floors to ensure that any contaminants and spillages are removed, the safe disposal of waste including waste oil and metal, in order to ensure a safe and hygienic working environment and that any required supplies are available for use.
Undertake routine checks on buildings on a regular basis, identifying and assessing any maintenance requirements, taking action and/ or reporting these where necessary and identifying and recording maintenance/ repair requirements, in order to ensure the provision of a safe and appropriate working environment. This will include undertaking meter readings to assist with the reconciliation of utility bills.
Maintain a general awareness of relevant health and safety issues, identifying and assessing potential health and safety hazards, where appropriate taking action to rectify the problem and reporting these issues, liaising with all site contractors, ensuring that the working area on site conforms with health and safety regulations, identifying non-compliance, referring and resolving problems wherever possible, in order to maintain the safety of staff and visitors to the building. This will include ensuring that contractors complete their work to the required standard.
Undertake day to day routine maintenance of plant, machinery and other systems, including boilers, generators and associated fire systems, purchasing any required to support minor repairs/ maintenance of equipment and premises, including completing minor redecoration, basic plumbing, replacement of locks or bulbs or the erection of shelving or other fixtures and maintaining comprehensive records of all work undertaken, in order to keep the plant, machinery and premises in good order in compliance with any statutory requirements. This will include undertaking office removals and storage/ retrieval of furniture etc. as required.
Arrange for the regular collection and disposal of office waste, to ensure compliance with data protection legislation and Force policy.
Receive goods deliveries, checking and authorising that items are correct and arranging for their internal delivery to the appropriate personnel.
Arrange furniture and equipment for meetings, functions and conferences, supervising parking arrangements etc. as directed, including the provision of support to operational police officers during emergencies, in order to assist with the smooth running of functions and events across the county.
Postal Support Services
Receive, sort and distribute all incoming postal deliveries, carrying out security measures, including scanning mail and packages with detection equipment, opening and allocating unnamed post, in order to maintain an efficient, reliable and regular mail service and to avoid injury to staff through the early identification of risks.
Co-ordinate the mail collection and delivery of items via the inter- force courier service, preparing external post for collection, franking all items and packaging where required, selecting the appropriate class of delivery, in order to contribute to the reduction of postage costs and the achievement of best value and the provision of a timely mail service.
Undertake a range of administrative tasks, including keeping records of all recorded delivery items, ensuring that a credit balance is maintained on the franking machine at all times and keeping updated of staff movements at Force Headquarters, in order to maintain the smooth operation of the postal service.
Undertake a range of driving and associated duties which may involve using a variety of different vehicles, travelling inside and outside the county as required, including collecting or delivering equipment, moving vehicles between locations, cleaning and valeting fleet vehicles, rectifying or reporting problems with fleet and other funded vehicles e.g. Eurotunnel and maintaining all relevant documentation e.g. mileage log book, servicing documents, in order to minimise the risk of incidents through mechanical defects and prolonging the life of vehicles.
Operate the overnight courier service throughout the county, when necessary liaising with local staff to ensure that all items from police stations are collected, sorted and delivered correctly and in a timely manner, in order to provide an effective and efficient internal postal service to the force.
Use the recovery truck or make other transport arrangements to enable the transportation and delivery of new vehicles and the recover of broken down or damaged fleet vehicles, in order to provide an efficient fleet management service to the force and minimise times when vehicles are unavailable for use.
Drive the cellular prison van as directed, collecting and delivering prisoners safely to the correct destination, being aware of risks that may present themselves and when necessary under armed escort, using siren and blue lights. Undertake collection and delivery runs, both scheduled and unscheduled as requested, of items such as internal mail, police property, mobile phones and computers for forensic evidence, financial banking requirements, collection of foreign currency from Travel Agents both inside and outside Kent or other equipment/items as required, ensuring the safe and timely delivery of all such items in accordance with Force policy.
Recruitment Vetting (RV)
Note: Dependant on the tasks being performed the post holder will need a selection of the necessary experience outlined below.
A Facilities Services Assistant will have a range of previous experiences in facilities services, including postal services, minor repairs, routine servicing of equipment and basic administrative work in support of these types of activities, in order to ensure that they are able to meet the range of responsibilities of the role.
The post holder must have undertaken manual handling training and be able to utilise these skills and knowledge in every day workplace situations. Ideally these skills will have been gained by around three years previous experience in a facilities environment.
The post holder must be physically fit, have good verbal communication skills, a customer service focussed approach to working, be able to demonstrate sound use of initiative, problem solving, planning and organising skills, a strong sense of personal responsibility, be reliable, flexible in respect of duties and working hours, and be able to work well both as part of a small team and unsupervised. Basic IT skills are required for this post. Previous experience of using Microsoft products such as Word and e-mail would be an advantage.
A clean, current driving licence is essential. Following appointment, all post holders are required to pass in-house Police Permit Tests for diesel cars, petrol cars, vans and 4x4s as applicable.
Driving Note: The following applies to those post holders that will spend the majority of their time completing driving duties for the force.
For those individuals in post with driving responsibilities of a range of vehicles: Previous vehicle experience and familiarity with the mechanical workings of a range of vehicles is essential.
The post holder must be comfortable and able to drive a wide variety of police vehicles, such as cellular police vans, having successfully passed in-house permit tests for the relevant types of vehicles. Possession of an HGV Level One licence would be an advantage.
Post holders are also required to demonstrate previous vehicle experience including being able to jump start a vehicle with a flat battery, changing a wheel and possess a general awareness of how vehicles work. They will need to be physically fit as they might be required to drive long-distances outside of the county at short notice.
Once employed by Kent Police the post holder may also be asked to take additional licences, such as HGV Level One, as required.
Progression to Facilities Assistant Grade A3 In order to progress from grade A2 to grade A3, staff should first be able to demonstrate a high degree of independent proficiency in a number of the following areas of minor works depending on the role; plumbing, carpentry, electrical, carpet fitting, tiling, re-decorating and general building and site maintenance works. This level of expertise will usually be attained by three years practical experience either gained with Kent Police or prior to joining Kent Police. Staff will, therefore, be able to undertake all types of minor works, repairs and servicing to the required standard, including emergency repairs, except for those identified by Facilities Services Supervisor as needing to be completed by an external contractor or those required under building regulations and health and safety legislation to be referred to an external contractor, in accordance with force estates management policy and guidelines.
In addition it must be evidenced, that the post holder is both working to the specification of the higher role requirement, and that the individual and line manager have evidenced, via the PDR process, the achievement of the 7 additional behavioural competencies as specified in the A3 role requirement.
Analyse critically (Level 1)
I recognise the need to think critically about issues. I value the use of analysis and testing in policing. I take in information quickly and accurately. I am able to separate information and decide whether it is irrelevant or relevant and its importance. I solve problems proactively by understanding the reasons behind them, using learning from evidence and my experiences to take action. I refer to procedures and precedents as necessary before making decisions. I weigh up the pros and cons of possible actions, thinking about potential risks and using this thinking to inform our decisions. I recognise gaps and inconsistencies in information and think about the potential implications. I make decisions in alignment with our mission, values and the Code of Ethics.
Collaborative (Level 1)
I work cooperatively with others to get things done, willingly giving help and support to colleagues. I am approachable, and explain things well so that I generate a common understanding. I take the time to get to know others and their perspective in order to build rapport. I treat people with respect as individuals and address their specific needs and concerns. I am open and transparent in my relationships with others. I ensure I am clear and appropriate in my communications.
Deliver, support and inspire (Level 1)
I take on challenging tasks to help to improve the service continuously and support my colleagues. I understand how my work contributes to the wider police service. I understand it is part of my collective responsibility to deliver efficient services. I take personal responsibility for making sure that I am working effectively to deliver the best service, both individually and with others. I am conscientious in my approach, working hard to provide the best service and to overcome any obstacles that could prevent or hinder delivery. I support the efficient use of resources to create the most value and to deliver the right impact. I keep up to date with changes in internal and external environments. I am a role model for the behaviours I expect to see in others and I act in the best interests of the public and the police service.
Emotionally aware (Level 1)
I treat others with respect, tolerance and compassion. I acknowledge and respect a range of different perspectives, values and beliefs within the remit of the law. I remain calm and think about how to best manage the situation when faced with provocation. I understand my own emotions and I know which situations might affect my ability to deal with stress and pressure. I ask for help and support when I need it. I understand the value that diversity offers. I communicate in clear and simple language so that I can be easily understood by others. I seek to understand the thoughts and concerns of others even when they are unable to express themselves clearly.
Innovative and open-minded (Level 1)
I demonstrate an openness to changing ideas, perceptions and ways of working. I share suggestions with colleagues, speaking up to help improve existing working methods and practices. I constantly reflect on my own way of working and periodically review processes and procedures for continuous improvements. I adapt to change and am flexible as the need arises while encouraging others to do the same. I learn from my experiences and do not let myself be unduly influenced by preconceptions.
Take ownership (Level 1)
I actively identify and respond to problems. I approach tasks with enthusiasm, focusing on public service excellence. I regularly seek feedback to understand the quality of my work and the impact of my behaviour. I recognise where I can help others and willingly take on additional tasks to support them, where appropriate. I give feedback to others that I make sure is understandable and constructive. I take responsibility for my own actions, I fulfil my promises and do what I say I will. I will admit if I have made a mistake and take action to rectify this. I demonstrate pride in representing the police service. I understand my own strengths and areas for development and take responsibility for my own learning to address gaps.
I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.
I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.
Public Service (accredited)
I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.
I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.
Driving (level 3)
Can drive police vehicles following an authorisation test. Undertakes checks to ensure roadworthiness of vehicles before use including, tyre pressures, lights, fuel, oil and water. Completes vehicle mileage logs. Ensures that the vehicle is kept clean and tidy. Ensures security of police vehicles when leaving unattended. Conforms to all relevant legal requirements for the use of motor vehicles.
First aid (level 3)
Can take charge of a situation and render basic life support, if an injury or illness should occur, having satisfactorily completed (BLS) training covering choking, CPR, effective control of bleeding and the recovery position. Demonstrates competence to an approved standard and holds the required certificate. Retention of competence will be subject to basic refresher training and re-assessment every three years.
Health and safety (level 3)
Has a basic understanding of Health and Safety issues affecting the current role and working environment. Takes responsibility for personal safety and the safety of others. Aware of hazards and reports problems identified to line manager. Understands and minimises the physical risk of injury through the use of proper manual handling procedures.
Knowledge of police environment and policy (level 3)
Has a basic awareness of current policing issues, the environment in which Kent Police and / or Essex Police operate and developments in the way the County is policed. Possesses sufficient knowledge of the roles of the various Areas / Departments, organisation structures and police systems to operate effectively. Understands appreciates and adheres to working procedures, practices and policies relevant to the current role. Familiar with Force goals and local business plan objectives.
Management of police information (MOPI) (level 3)
Has a basic understanding of the APP for Information Management (incorporating MOPI guidance) and its practical application. Recognises when there is a policing purpose to record information. Is familiar with the NPCC Retention Schedule. Takes personal responsibility to ensure information is recorded accurately and is retained for as long as it has a policing purpose and is stored in such way to allow it to be accessed by those with legitimate reason. Securely disposes of material which no longer has a policing purpose. Has successfully completed all standard relevant Information Management and Security, training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents.
Office organisation (level 3)
Has a good understanding of office routines and procedures, and possesses skills in planning, organising and monitoring work. Understands record keeping, filing and data storage systems, and can ensure that information is stored accurately / logically, within Force guidelines. Able to organise the provision and storage of office supplies, stationery and consumable items etc. to ensure that appropriate stock levels are maintained. Able to undertake basic research and supply information in a well presented manner. Can draft and prepare routine documents.
Office technology (level 3)
Able to utilise relevant Force standard office software products such as word- processing, spreadsheet, database, presentation and desktop publishing packages to a standard that matches the requirements, of the current role in terms of quality and speed. Can operate other items of essential office technology such as photocopiers, facsimile machines, answerphones, shredders, in order to effectively undertake the requirements of the current role. Aware of the implications of Data Protection and acts appropriately in this respect.
Risk management (level 3)
Demonstrates an awareness of personal risk management issues, challenges or difficulties likely to affect the post holder in the execution of their duties. Able to anticipate risks likely to affect their work and knows how to communicate the likelihood and possible impacts of such events to line managers or supervisors.