Security and Contracts Coordinator
Fixed Term Contract - Ending 31/07/2022
** For existing employees this opportunity is being offered as a secondment, subject to eligibility criteria **
The Library of Birmingham is an iconic an prestigious building open 6 days a week to the public and is a major tourist attraction. The Building was opened in September 2013 and is 35000 m2. We sit at the heart of Birmingham's vibrant city centre and enjoy a large daily footfall of customers from 9 am to 9 pm Monday to Friday and from 11 am to 5 pm on Saturdays.
We operate a Cafe and Conferencing and Gala Dinner facilities through third parties who manage those operations for us. We offer various services to customers over the various floors of the Library which includes the Brasshouse Languages School, Children's and Music Library, Knowledge and Learning, Business and Archives and Heritage. The Library encompasses a large specialist archives store which holds many rare documents in a specialist environment.
We're looking for a talented and dynamic person to undertake the Security and Contract Coordinator role. We need someone who will help us to deliver and expand our library service offers by having the right contracts in place and policies and procedures which help support and underpin our wider building operations.
The post holder will assist with writing reports, specifications and policies and procedures relating to the management of the Library of Birmingham facilities such as Escalator/Lift/Travelator, Cafe, Planned/Reactive/Cyclical Maintenance, Cleaning and other contracts. The PROTECT Duty will also come into law soon and our policies and procedures need to be reviewed and updated accordingly to meet the requirements of this new law. You will provide leave cover the Security Supervisor role assist with the management of the Security Officer team and prepare rotas and arrange for shift cover as required. You will work with the Duty Manager team to ensure security cover is deployed where needed and resource is aligned accordingly.
You will assist in the procurement of various works to ensure the library is well maintained and liaise with contractors relating to site visits as facilitate these as required with the wider FM team. You will assist with projects such as working with the Commonwealth Games team to deliver events from spaces within the Library.
As a team-player you will work collaboratively with both internal teams and external partners. All in all, you will have the determination and the passion to assist with driving forward facilities initiatives to maintain and improve those services within the Library of Birmingham.
This is a challenging and demanding role. You must be able to work as part of the Facilities team, to help with the procurement of contracts and their ongoing management to ensure the Library of Birmingham is properly maintained from both a Hard and Soft FM perspective, including having the right policies and procedures to underpin that. You must be able to build positive relationships with a range of stakeholders including Library Service Managers, third part building occupants and representatives of The REP Theatre to ensure the Library building is safe and secure for occupancy by our customers and all other occupants:
- An eye for detail
- Ideally have experience of a Facilities Management and contract procurement
- Literate and numerate and able to assist with writing reports, contract specifications and policies and procedures
- Be a team player
- Ability to work under pressure to challenging deadlines
- Able to flexibly work and assist with the management of a Security Team and create staffing rotas
You must be flexible as you will be asked to juggle a number of tasks to ensure that service standards are met.You must be literate and able to write reports and have an understanding of procurement relating to facilities and contracts, you must be committed to excellent customer care and have a very good knowledge of Microsoft office, but also Excel for pricing matrices etc. You should have experience of a facilities environment and databases such as CAFM or FM Facts.
- Able to use MS Word to write reports and Excel for pricing tables
- User of other Microsoft Applications such as Outlook
- Knowledge of Facilities Management and procuring works/managing contracts
- Knowledge of Security and rota preparation/cover arrangement
Interviews for this post will take place virtually via video conferencing. Shortlisted candidates will be provided with further information.
For informal enquiries on the Security aspect of this post, please contact: Dean Othman Library Services Coordinator Tel: 0121 303 6747 E-mail: Dean.Othman@birmingham.gov.uk
For informal enquiries on the Contracts aspect of this post, please contact: Caroline Alexander Corporate Support Manager Tel: 0121 303 3899 E-mail: Caroline.Alexander@birmingham.gov.uk
We welcome applications from people with caring responsibilities and flexible working options will be considered.
Right to work in the UK documentation will be fully checked for all applicants. All non-UK applicants (excluding Ireland) may require a Certificate of Sponsorship from Birmingham City Council and must have an approved visa from the UK Visas and Immigration (UKVI) before any employment offer can be confirmed. Unless they are an EEA or Swiss citizen or their family members, already living in the UK by 31 December 2020, then they will need to apply to the EU Settlement Scheme (EUSS) instead.