It is proposed that the Kent Police site on Sutton Road, Maidstone will be sold and all staff currently working there will be redeployed to other workplaces and/or required to work in a more agile way. View further information.
Job title: Maintenance Co-ordinator Grade: Grade E Role code: SFA179 Status: Police Staff Home Office code: Organisational Support
Main purpose of the role:
Manage the day to day maintenance, planned and cyclical work requirements for buildings across the Kent & Essex Estate, liaising with contractors and Facilities Services, responding to maintenance queries, providing advice and guidance and ensuring health and safety compliance. Assist with co-ordination of on-site projects, planned maintenance contracts and reactive maintenance works and liaison/engagement with end users and key stakeholders, allocating and prioritising resources in a cost-efficient manner.
co-ordinates the cyclical planned, routine and reactive maintenance of buildings across the Essex & Kent Estate, liaising with facilities staff, customers and stakeholders, ensuring the safe completion of tasks in compliance with health and safety regulations, enabling buildings and sites to remain in secure and in an operable condition in support of operational policing.
supervises contractors, raising task orders as required and implementing best practice for on-site working including the provision of permits to work, risk assessments and method statements, key management, monitoring the performance and compliance of contractors and providing general maintenance advice, referring more technical matters to senior estate staff to ensure an effective and efficient service to customers.
undertake regular visual condition surveys of buildings, liaising with facilities staff and co-ordinate maintenance reports and annual programmes of improvements, in order to compile future planned maintenance programmes.
maintains all servicing and annual maintenance records and certificates to ensure compliance with all statutory requirements, inspecting site record books, asbestos registers, key management records and asset data held on the Estate Management System.
supports the Business Services Service Desk and Facilities Services colleagues in relation to reactive repairs and fault enquiries, answering day to day queries, dealing with access requirements and resolving customer problems, liaising with contractors and Estates colleagues and maintaining and closing work task request on the electronic tasking system.
assist the surveyors and engineers in the preparation and execution of construction and building servicesprojects, by assisting with site surveys, obtaining competitive quotations, raising requisition and approving invoicing for payment.
attends regular meetings with estate staff, including meetings to review contractor performance and contract compliance and maintaining records of variations and improvement notices.
assist with the administration of controls and standards for buildings and asset management, updating policy, procedures and guidelines in order to ensure the effective and efficient use of resources, monitoring
Recruitment Vetting (RV)
The Maintenance Co-ordinator should hold a National Diploma or equivalent qualification(s) in a construction or building services field and can demonstrate considerable practical and technical experience within the built environment within a large scale organisation in relation to building services management.
The Maintenance Co-ordinator should have an in-depth understanding of issues relating to building structures, health and safety, risk management and ideally hold a relevant health and safety qualification.
The Maintenance Co-ordinator will require the confidence and expertise to fulfil this role and be the recognised expert within this field for Kent & Essex Police. Considerable drive and perseverance is essential in order to achieve demonstrable results if the role is to be successful.
The Maintenance Co-ordinator will have strong problem solving skills with an innovative approach to finding solutions that best fit the operational needs of the Force in the most cost effective way. Excellent communication skills, verbally and in writing, are essential to enable the post holder to produce maintenance reports, project briefings and surveys.
An analytical approach to problem solving and the ability to organise and prioritise own workload in order to meet key deadlines is essential.
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.
Budget Management (level 4)
Accountable for and capable of managing a set budget. Fully conversant with financial regulations, processes and procedures and the responsibilities placed upon the budget holder. Capable of and responsible for authorising expenditure from a local budget and aware of the implications of certain courses of action. Can make budgetary decisions having given due consideration to best value.
Customer Services (level 3)
Responds promptly and effectively to requests for assistance from customers, establishing and checking their service requirements.Understands the importance of completing accurate customer records and provides them with accurate and up to date information. Works well with others to improve standards of service and gathers information on customer feedback both positive and negative. Confident in face to face and telephone encounters with customers, accurately gauging needs and feelings through observation of behaviour and sensitive questioning. Is helpful and courteous at all times and remains calm, minimising potential conflict situations.
Estates - Capital (level 3)
Possesses a sound working knowledge of Capital issues, including financial procedures, contract management, surveying skills and project stages. Is able to supervise subcontract staff and respond to the majority of operational queries.
Estates - Management (level 3)
Possesses a sound working knowledge of property related issues, including financial procedures, issues of leasing, owning and managing properties. This includes a good general knowledge of related legislation and procedures. Is likely to be pursuing professional qualification, enhanced by acquired knowledge in estates management issues.
Estates - Revenue (level 3)
Possesses a sound working knowledge of estates revenue issues, including financial procedures, contract management, surveying skills and project stages. Is able to supervise subcontract staff and respond to the majority of operational queries. Able to initiate and project manage revenue building projects.
Health & Safety (level 5)
Has received training which enables the effective completion of risk assessments and Health and Safety inspections of premises. Identifies defects or hazards and takes action to resolve any apparent health and safety issues within an area or department. Fully accepts responsibility for the safety of members of staff, as well as visitors and contractors. Monitors the application of health and safety related procedures for the area or department. Possession of a certificate level qualification in Health and Safety is desirable.
Knowledge of Police Environment & 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 Technology (level 3)
Able to utilise relevant Force standard office software products such as word processing and document creation, 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 and shredders and can utilise IT products available through Office 365 to share information and aid communications and to effectively undertake the requirements of the current role. Aware of the implications of Data Protection and acts appropriately in this respect.
Procurement - Contracting (level 3)
Is familiar with tendering and contract procedures, has a basic understanding of EC regulations and competently answers queries relating to these areas. Participates in the evaluation of tender documentation and the preparation of routine contract documentation for minor contracts. Develops productive working relationships with clients and suppliers and understands the importance of sharing information with colleagues. Possesses a basic understanding of other roles within the Procurement function and the impact of current role within this. Able to construct routine contract documentation and provide advice and guidance on routine matters.
Risk Management (level 4)
Able to anticipate risks likely to affect the team's ability to execute their function, in terms of likelihood and impact, and assesses how the challenges facing the wider organisation might affect their team and their objectives. Has an understanding of pathways to alert local managers to flawed or ineffective operational control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.