Facilities Project Support
Post Details
Job Title
Facilities Project Support
Post Number
1004685
Closing Date
22 Jul 2024
Grade
SC7
Starting Salary
£27,750 - £34,500
Hours per week
37
Months Duration
Indefinite

Job Description

Main Purpose of the Job

This role will be pivotal in assisting the planning, execution, and successful completion of facilities projects. The ideal candidate will provide crucial administrative support, coordinate various tasks, and ensure effective communication among stakeholders throughout the project lifecycle.

This will include the preparation of business cases, forward planning and scheduling of capital projects, and Strategic Asset Management Plans, along with the administration of key project and assets information and project related reporting and dashboards.

Key Relationships

Deputy Head of facilities
Facilities Project Team
Facilities Team
Institutes operational leads
NGI project team
 

Main Activities & Responsibilities

Administrative Support:
• Provide comprehensive administrative assistance to the Infrastructure and Projects team.
• Prepare business cases, compile reports, manage information, perform data entry, and maintain meticulous project records.
Project Coordination:
• Assist in coordinating project activities, including scheduling meetings, preparing agendas, and distributing minutes.
• Maintain and update forward-looking project delivery plans to keep all stakeholders aligned and informed.
Resource Management:
• Support in managing project resources such as equipment, materials, and contractors.
• Track inventory, place orders, and foster relationships with suppliers to ensure timely project execution.
Information and Data Management:
• 
Maintain accurate project documentation, including contracts, permits, drawings, and other relevant records.
Compliance and Communication Liaison:
• Ensure compliance with regulatory requirements and internal policies.
• Act as a central point of contact for project-related communications, internally and externally.
• Facilitate effective communication among team members, clients, suppliers, and subcontractors.
Quality Assurance:
• 
Assist in implementing quality assurance processes by conducting regular inspections and monitoring project progress.
• Identify areas for improvement and recommend solutions to enhance project quality.
Health and Safety Compliance:
• Ensure compliance with health and safety regulations and CDM (Construction Design and Management) regulations.
• Conduct risk assessments and oversee adherence to relevant safety standards.
Budget Tracking:
• Support the project team in monitoring project costs, tracking expenses, and preparing budget reports.
• Ensure projects are delivered within established financial parameters.
Problem Solving:
• Identify and address potential issues or obstacles during the project lifecycle.
• Collaborate with the project team to develop effective solutions and mitigate risks.
Continuous Improvement:
• Proactively seek opportunities to streamline processes and enhance project delivery efficiency.
• Stay updated with industry best practices and participate in professional development activities.
Stakeholder Liaison
• Build and maintain good relationships with key stakeholders and ensure that services are delivered in accordance with science technical and operational requirements.
Health, Safety and Risk
• Comply with NBIP Policies, procedures, safe working practices and requirements of Risk Controls and Method Statements highlighting any difficulties to line manager.
• Assist in the promotion of a positive Health and Safety culture by using safe systems of work highlighting any areas of non-compliance to line manager.
Other
• A flexible approach to working hours is required, subject to business need normal working hours may be reviewed and adjusted at any time following a suitable notice period and consultation.
• Potential for unpredicted out of normal working hours attendance in the event of an emergency or major incident
• To carry out other duties as may be reasonably requested from time to time by the Facilities team.
As agreed with the line manager, any other duties commensurate with the nature of the post.

Person Profile

Education & Qualifications

Requirement
Importance
At least four GCSE’s or equivalent, including Maths and English
Essential
A-level education or equivalent, or alternative vocational experience/training suitable for the role
Essential
IOSH Health and Safety Qualification
Desirable

Specialist Knowledge & Skills

Requirement
Importance
Excellent knowledge of Health and Safety and CDM regulations.
Essential
Secretariat experience – including issuing agendas, collating papers and presentations and minute taking.
Essential
Good working knowledge of procurement, contracts, and finance.
Essential
Proficiency in project management software and Microsoft Office Suite (e.g., Excel, Word, PowerPoint).
Essential
Project Management Qualification (e.g Foundation or Practitioner level Prince 2 and/or Managing Successful Programmes) or equivalent, or vocational experience which may be satisfied with demonstrable vocational experience aligned to the role.
Essential
Foundation or Practitioner level qualification in Portfolio, Programme and Project Office Management
Desirable
Previous experience using systems such as CAFM (Computer-Aided Facilities Management), BIM (Building Information Modeling), and CAD (Computer-Aided Design).
Desirable

Relevant Experience

Requirement
Importance
Experience of working in an administrative role.
Essential
Previous experience in an administrative or project support role within the construction/facilities industry
Essential
Experience of working with design, cost and project management consultant teams in a construction projects.
Essential
Working within formal governance arrangements as a pivotal team member supporting multiple stakeholders.
Essential
Experience with finance systems, expenses, purchase orders and budgeting.
Desirable
Experience of working in scientific and academic environments
Desirable

Interpersonal & Communication Skills

Requirement
Importance
Ability to work on own initiative and also to work effectively as part of a team, and a team leader, requiring flexibility, versatility and adaptability.
Essential
Excellent communication skills, both written and oral, including the ability to present complex information with clarity
Essential
Strong organisational skills with the ability to prioritise tasks and manage multiple deadlines effectively.
Essential
Excellent communication and interpersonal skills, with the ability to interact confidently with stakeholders at all levels.
Essential
Being politically and commercially aware in the environment in which we work
Essential
A proactive and collaborative approach to problem-solving and decision-making.
Essential
Self-motivated and proactive
Essential
Ability to present situations persuasively to alter and/or enforce others
Desirable

Additional Requirements

Requirement
Importance
Attention to detail and a commitment to maintaining accuracy in all aspects of work.
Essential
Able to present a positive image of self and the Partnership, promoting both the international reputation and public engagement aims of the Partnership
Essential
Promotes equality and values diversity
Essential
Ability to maintain confidentiality and security of information where appropriate.
Essential
Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to work
Essential
Willingness to work outside standard working hours when required
Essential
Attention to detail
Essential

Who We Are

NBI Partnership

The NBI Partnership provides non-scientific services to the John Innes Centre (JIC), Quadram Institute Bioscience (QIB), Earlham Institute (EI) and The Sainsbury Laboratory (TSL). All of these organisations carry out scientific research funded by the UK Government, European Union, Charitable and Industrial Sponsors. The Partnership employs around 140 staff to cater for the needs of approximately 1100 Research Staff, Students and Visiting Scientists who are all located in close proximity on the Norwich Research Park.

The John Innes Centre, Quadram Institute Bioscience, the Earlham Institute and The Sainsbury Laboratory are registered charities (No’s 223852, 1058499, 1136213 and 106550) and are Equal Opportunity Employers.

For more information about working at NBI Partnership, please click here.

Department

Facilities

Group Details




 

Living in Norfolk

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Facilities Project Support

The Norwich Bioscience Institutes Partnership (NBIP) has an exciting opportunity for a Facilities Project Support to join their busy Facilities department.

Background:

The Norwich Bioscience Institutes are a cluster of internationally renowned research organisations, working to tackle major challenges of the 21st Century – the sustainability of our environment, our food supplies and healthy ageing. 

The NBI Partnership provides high quality, non-scientific support services for the diverse community of staff, students and visiting workers at the Institutes (the Earlham Institute, John Innes Centre, The Sainsbury Laboratory and Quadram Institute Bioscience) and for the NBI Partnership.

Based on the Norwich Research Park amongst 230 hectares of parkland, you will be joining a committed, professional and welcoming team.  In addition, you will enjoy a competitive salary and annual leave, our defined contribution pension scheme, excellent recreational facilities and a range of other employee benefits.

This is an exciting time to join the NBI Partnership as we embark on a significant development journey with the Next Generation Infrastructure project, set to continue through to 2030. We are dedicated to continual improvement and delivering a high level of customer assurance.

The role:

This role will be pivotal in assisting the planning, execution, and successful completion of facilities projects. The ideal candidate will provide crucial administrative support, coordinate various tasks, and ensure effective communication among stakeholders throughout the project lifecycle.

Duties of the role will include the preparation of business cases, forward planning and scheduling of capital projects, and Strategic Asset Management Plans, along with the administration of key project and assets information and project related reporting and dashboards.

The ideal candidate:

Candidates should have A-level education or alternative vocational experience/training suitable for the role. It would be advantageous if candidates held additional qualifications in IOSH Health and Safety and/or Project Management.

You should have in depth knowledge of Health and Safety and CDM regulations, and proficiency in project management software and Microsoft Office packages. It is essential that candidates have a good working knowledge of procurement, contracts, and finance practices.

Excellent communication and interpersonal skills, along with strong organisational skills, are essential to the success of this role. Candidates will require the ability to utalise a proactive and collaborative approach to problem-solving and decision-making. Previous experience using systems such as CAFM (Computer-Aided Facilities Management), BIM (Building Information Modeling), and CAD (Computer-Aided Design) would be advantageous.

Additional information:

Salary on appointment will be within the range £27,750 to £34,500 per annum depending on qualifications and experience. This is a full-time post on an indefinite basis.

For further information and details of how to apply, please visit our website http://jobs.nbi.ac.uk/  or contact the Human Resources team on 01603 450814 or nbi.recruitment@nbi.ac.uk quoting reference 1004685. This role meets the criteria for a visa application, and we encourage all qualified candidates to apply.  Please contact the Human Resources Team if you have any questions regarding your application or visa options.

The NBI Partnership is an equal opportunities and disability confident employer. We are committed to attracting, recruiting and retaining the best talent, and welcome all applications.

The closing date for applications will be 22 July 2024.