Facilities Assistant (Grade 2)

The Resources and Business Improvement directorate is led by Dianne Tranmer. It is responsible for: People Function, Facilities Management, Digital Experience Unit and Technology Group, Information Governance, Executive Support Team and leadership of all our shared services across the GLA Group.

About the team

The role of the Facility Management Unit is to ensure that the GLA’s headquarters at City Hall, the GLA demised space at Union Street and the national heritage assets of Trafalgar Square and Parliament Square Gardens are managed effectively, meet the needs of those using them and comply with statutory requirements, providing a suitable and safe environment for everyone.  The responsibility for managing the squares is set out in the Greater London Authority Act 1999 and covers the care, control, management and prevention of abuses.  The Unit is split into 3 teams covering hard services (engineering, maintenance and infrastructure), support services (including security and accommodation) and amenities and events (including cleansing, porterage, catering and hospitality).  Managing and delivering projects ranging from building works, refurbishments, events through to office moves are common across all 3 workstreams.

About the role

To deliver high quality, front-line customer services by providing Reception, FM Helpdesk and Switchboard services to the Authority’s offices at City Hall and Union Street and supporting the national heritage sites at Trafalgar Square and Parliament Square Gardens, ensuring that a welcoming and inclusive customer experience is created through the services provided.

Reception duties, ensuring that visitors and staff receive a warm and inclusive welcome to the Authority’s headquarters at City Hall. Visitor booking in procedures are followed. Information is given to visitors and staff about meetings and events that are taking place and facilities that are available, including signposting and explaining accessibility features. Liaising with and supporting the Landlord’s reception team at Union Street to ensure that staff provide the required information to the reception team and assisting with enquiries from them about visitors to the Authority. 

FM Helpdesk services, which involves accurately interpreting information provided by customers, taking personal ownership of queries and seeing them through to their conclusion, first line diagnostics and triaging requests, logging jobs on the Computer Aided Facilities Management System (CAFM) with the appropriate specialists. Producing schedules and reports from the CAFM system and distributing them to the relevant parties, monitoring and chasing progress of jobs, booking meeting rooms and organising room and event space set-ups with the relevant contractors. Producing signage for meeting rooms and to support projects and maintenance activities.  Supporting site inductions for new starters to help them get the most from the facilities and services on offer. 

Skills, knowledge and experience

To be considered for the role you must meet the following essential criteria:

• Previous experience of providing reception, switchboard and helpdesk services in a corporate or hospitality focused environment with public access.
• A broad understanding and experience of core FM services such as maintenance, cleaning, catering, porterage, audio-visual set-up and health and safety.
• Ofqual Qualification & Credit Framework Level 2 or ability to demonstrate equivalent experience working in a customer service role. Ideally an IOSHH managing safely qualification.
• Experience of using Computer Aided Facilities Management software applications and Microsoft Office Suite and other office technology and systems.

This is a politically restricted role under the Local Government and Housing Act 1989.

The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA Competency Framework

If you would like to apply for the role you will need to submit the following:

• Up to date CV
• Personal statement with a maximum of 1500 words. Please ensure you address how you demonstrate the essential criteria outlined above in the advert.

Please ensure your CV and Personal Statement have a maximum file size of 1.5MB each and upload your Personal Statement to the ‘CV and Cover Letters’ section’ of the form, ensuring you address the technical requirements and competencies in your Personal Statement.

Word or PDF format preferred and do not include any photographs or images. Please ensure your CV and Personal Statement are saved with the job reference number as part of the naming convention (E.g., “CV – applicant name - 012345)

As part of GLA’s continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and Personal Statements that could cause discrimination. 

We may close this advert early if we receive a high volume of suitable applications.

If you have questions about the role

If you wish to talk to someone about the role, the hiring manager Jacqueline Samuels would be happy to speak to you [email protected].

If you have any questions about the recruitment process, contact the [email protected] who support the GLA with recruitment.

Assessment process

Once you have submitted an application, your details will be reviewed by a panel.

If shortlisted, you’ll be invited to an interview/assessment.

The interview/assessment date is: TBC

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share. 

Please note we are a Disability Confident Employer so for candidates who wish to be considered under the scheme and meet the essential criteria, they will automatically be invited to interview. Please note, should you require any adjustments through the process, we will accommodate as much as possible. Please contact the recruitment team for further information if required.

In addition to a good salary package, you will be paid every four weeks, providing frequent salary payments. We also offer an attractive range of benefits including 30 days’ annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.

Additional Information

Please note, all candidates will need to confirm that the information provided in this application form is true and correct. Should a candidate deliberately give false information, including the use of AI software, they understand that this would disqualify them from consideration.

Successful candidates must undergo a criminal record (DBS) check but some roles may require additional security screening. 

Please note Post holders must be willing to undergo National Security Vetting to the level of DV. This process requires the post holder to have been resident in the UK for

five years. Individuals will not be expected to hold existing National Security Vetting in order to apply for the posts.

More Support

If you have a disability which makes submitting an online application form difficult, please contact [email protected].