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Facilities Assistant

Details


1110503


University of Warwick


13/04/2026


Other - See Job


Monday to Friday, full time 9am-5pm


Uniform Provided

Pay


£13.01


£1.57

Description

Role

This is an exciting opportunity to enhance your buildings and facilities maintenance experience in a key role at a leading Business School. As an important member of the WBS Facilities Team, reporting directly to the Facilities Co-ordinator, you will help support the WBS strategy and vision by delivering and promoting the maintenance of high-quality infrastructure and facilities. This role involves a combination of operational facilities maintenance and administrative tasks, so may be best suited to applicants with experience in both areas.

This is a busy role in a fast-paced environment. You will need to be proactive, positive, self-motivated and enthusiastic, with a real can-do approach to work. Please be aware that this role includes a physical element which will entail, for example, the moving of furniture and materials around and between buildings.Please also be aware that this role occasionally calls for flexibility of start and finish times to cover preparation for events and teaching activities

Duties and responsibilities

Day to Day Responsibilities:

  • To support the Facilities Coordinator and the Buildings & Facilities Manager (BFM) in the following main areas.
  • Front-of-house duties at WBS main and secondary reception point providing a front-of-house presence for reception, post and deliveries, dealing professionally and diplomatically with visitors. Acting as a first point of contact for visitors and all building users, facilities and infrastructure issues, maintenance visits by University Estates colleagues and visits by external contractors and partners.
  • Managing internal WBS systems for handling post, parcels, courier and recorded mail, handling deliveries and collections between WBS and other University departments, and liaising with University colleagues where necessary.
  • With the rest of the Facilities Team and in collaboration with WBS eSolutions, ensuring that facilities provided for building users are presented in an appropriately usable state. 
  • Responsible for the day-to-day operation of the WBS Facilities Helpdesk system, making decisions on how to prioritise and allocate tasks and how to escalate requests to the relevant WBS or University colleague. Managing the progress of requests for repairs and maintenance in collaboration with University Estates colleagues, chasing and updating on progress and closing calls as appropriate when resolved.
  • Establishing and maintaining effective and professional working relationships with University colleagues in areas including Estates, Community Safety, Warwick Print, Food & Drink and Cleaning Services.

Facilities Maintenance and Health and Safety

  • Maintenance of the School’s store areas, developing and maintaining inventories and keeping store areas tidy and accessible. Making arrangements for deliveries and collections (e.g. of furniture) with University colleagues.
  • Maintenance, presentation and security of the School’s post room and reception areas, developing schedules for keeping the areas and equipment in good working order, tidy and accessible, and managing the security of keys, lockers, signed for and registered parcels and other materials.
  • Completing regular Health and Safety inspections in line with University guidance, raising these with the Facilities Coordinator, and the Assistant Registrar where necessary, and coordinating repairs with Estates as appropriate.
  • Contributing to the identification of areas or items in need of refurbishment and working with the Facilities Coordinator to plan, arrange and manage refurbishments.
  • Assisting the BFM with School and University-led initiatives such as departmental space returns and room usage surveys, hosting building tours/ visits, liaising with University Estates colleagues regarding planned and reactive maintenance, building works and projects.
  • Coordinating additional ad-hoc cleaning as required.
  • Work with other University departments and Conference areas to provide advice, logistical support and coordination in setting rooms up. 

General Duties

  • Responsible for ordering and reissuing keys when required and maintaining a log of all requests and key deliveries and ensuring this aligns with University Security guidance.
  • Front-of-house duties at WBS main reception and secondary reception areas
  • Supporting the WBS Catering Service provision as required
  • Raising Purchase Orders to order items and place catering orders.
  • Updating staff records on the School’s Management Information System (MIS) as required.
  • Provide administrative support to members of the Academic Services team and other appropriate duties as allocated by the Facilities Coordinator, BFM and Academic Services Managers.

Skills and experience

  • Educated to grade A-C at GCSE level or equivalent.
  • Experience of working effectively as part of a small, busy team with growing responsibilities and also independently as required.
  • Competence in Microsoft Office software including Microsoft Excel, Outlook (email and calendars), Word and preferably experience of using databases or an online helpdesk.
  • Outstanding written and oral interpersonal and communication skills, ability to communicate accurately and effectively with your manager and team, and to prepare clear concise information.
  • Ability to provide high-quality operational, logistical and physical support for the Reception and Facilities infrastructure.
  • Demonstrable ability to organise a busy workload, to prioritise and re-prioritise independently, and to meet competing deadlines.
  • Demonstrable accuracy and attention to detail while working under pressure.
  • Highly developed customer services and interpersonal skills with experience of delivering excellent customer service in a diplomatic, friendly and professional manner.

Location
Central Campus, WBS and WBS Teaching Centre

Additional information

  • Start and end date: 13 April 26 for approximately 2 weeks with possible extension.
  • Deadline to apply: Monday 6th April 26

Please provide a CV and cover letter with your application.

Please note upon applying for this role you are consenting to your contact details being shared directly with the hiring manager.

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