Facilities Officer Particulars | Opportunities | Athlone Arts and Tourism

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Abbey Road Artists' Studios

Facilities Officer Particulars

Athlone Arts and Tourism – Facilities Officer Particulars & Recruitment Details

Background

Athlone Arts & Tourism operates Athlone Castle, Luan Gallery and Abbey Road Artists’ Studios. These sites are of major significance to the heritage and cultural landscape of Athlone and in the emerging tourist region of Ireland’s Hidden Heartlands. Athlone Arts & Tourism is seeking to appoint a permanent Facilities Officer. Details and particulars of the post are set out hereunder:

The Role

The Facilities Officer is a multifaceted role which will require the successful candidate to undertake a range of duties that include; caretaking, facilities maintenance and management, health & safety, scheduling, contracting, procurement, reporting, administration, supervision, security and technical support aspects.

 

The successful candidate will have an interest in and be familiar with the sites managed by the company.

(a) Job Title: Athlone Arts & Tourism Facilities Officer

(b) Commensurate with duties

(c) Contract: Full-time permanent position with 6 months probationary period

(d) Responsible To: Athlone Arts & Tourism Ltd.

(e) Reporting To: Management of Athlone Arts & Tourism Ltd.

 

Key Job Responsibilities:

  • To manage and deliver under the control and direction of the Manager or Assistant Manager, or as delegated, the various facilities and services necessary for the efficient and effective operation of Athlone Castle, Luan Gallery and Abbey Road Studios and any other premises as maybe specified from time to time, including premises acquired in the future.
  • To be responsible for the maintenance and upkeep of Athlone Castle Visitor Centre, Luan Gallery and Abbey Road Artists’ Studios including;
    • Staff canteens/tea stations/toilet facilities.
    • Shared facilities, e.g. copiers, printers, drinks machine, notice boards, stores and 
    • Office & furniture procurement, installation, layouts & modifications
    • Grounds, site approaches and loading bay maintenance
  • To manage, procure, coordinate and supervise contractors and service providers.  The Facilities Officer is the point of contact for all contractors and maintaining valid records.
  • To coordinate the procurement of contractors, service providers and materials in line with budgetary constraints and national and organisation procurement policies as approved by management and directors
  • To carry out day-to-day repairs & maintenance on all facilities – electrical, plumbing and carpentry based and to ensure recording of same
  • To be available to attend to any emergency work that may arise outside of normal working hours.  Responding to queries/calls from An Garda Síochána, Monitoring Service providers or any other such persons/organisations (on site response to alarm monitoring) 
  • To monitor and operate the cctv in each site as required by management or An Garda Síochána  
  • To ensure compliance of the Health & Safety requirements of Athlone Arts and Tourism and that relevant records are completed and filed
  • To assist the Manager and Assistant Manager conduct Health & Safety site inspections and the delivery of ongoing implementation of safe practices in work as is required
  • To provide Health & Safety inductions and briefings to staff, volunteers and suppliers as required
  • Be a designated Fire Warden for all three facilities
  • To act as a gallery technician during Luan Gallery/Abbey Road/Civic Centre Atrium exhibition turnovers. Handling and moving art works, wrapping, storing, delivering consignments and preparing walls and surfaces for the installation of new exhibitions.
  • To assist with logistics as required; transportation, building access, storage, pick-ups etc.  This can involve movement between buildings associated with Athlone Arts & Tourism and elsewhere 
  • To provide general porter duties, assist with the organisations postal requirements and arrangements and the banking requirements and arrangements
  • To assist in the care and maintenance of exhibits, artefacts, art works and any other such items associated with Athlone Arts & Tourism as directed by the Manager
  • To arrange the supply of materials necessary for maintenance or repair work and to keep appropriate records of same
  • To carry out regular inventories of equipment and consumables
  • To maintain, operate and troubleshoot any new technology/equipment and communication systems such as the computerised building management systems governing lighting, ventilation and heating, audio/visual equipment etc. as required
  • To be responsible for the opening and closing of Athlone Castle, Luan Gallery and Abbey Road Studios – to have primary key holder responsibility
  • To supervise any staff assigned to him/her as directed by management
  • To complete facilities administration duties such as filing, photocopying, processing data and generating reports on contractors, maintenance service agreements, health and safety etc. 
  • To prepare data necessary to enable the Manager/Assistant Manager to cost and analyse expenditure and prepare estimates in relation to all operations under the responsibility of the Facilities Officer. 
  • To monitor expenditure in accordance with agreed budgets
  • To undergo training and maintain valid certification as may be required by Athlone Arts & Tourism 
  • To deliver and assist with the logistics of guided tours as required in the castle
  • To assist management and other staff members in the set-up, safe delivery, security and manning of successful events
  • The Facilities Officer must have a flexible approach to work, and be adaptable to carry out duties and cover for other team members as directed by manager in any/all of the facilities and activities associated with Athlone Arts & Tourism as required by management
  • Other duties as may from time to time be assigned by the management and board of Athlone Arts and Tourism

The above duties outline the main functions and responsibilities of the post of Facilities Officer and may be subject to review in the future.

Conditions of Employment

  • The Facilities Officer will be employed on the basis of a permanent full-time contract with an initial probationary period of 6 months and will be subject to one month’s notice in writing on either side and depending on continuing finance being available.
  • Duty at weekends and at night (as required) will be an integral part of the working week i.e. the position has a 37.5hour over 7 days responsibility (Monday to Sunday inclusive).
  • The salary for the post is €28,000 pa and remuneration shall be paid fortnightly in arrears.
  • Applicants must have the flexibility to work hours in line with the seasonal and operational considerations of the attractions/facilities.
  • Physical demands of the role include but are not limited to; manual handling, working at heights, walking, installing and de-installing exhibitions.
  • Rostered days and hours including start and finish times will be determined in advance by management.
  • Applicants must be flexible with both their time and approach to work and be comfortable carrying out a variety of tasks.

Full terms and conditions will be provided with contract at time of appointment.

Qualifications

1. Character:

Candidates shall be of good character.

2. Health:

Candidates shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3. Education, Training, Experience, Etc.

Necessary: Each candidate shall, on the latest date for receipt of completed applications for the post:

(a) have reached a standard of education sufficient to enable him/her to carry out the duties assigned to him/her satisfactorily

(b) have a valid safe pass

(c) have valid manual handling certification

(d) have a satisfactory working knowledge or experience of: building construction and maintenance

(e) have a satisfactory working knowledge or experience of safety, health and welfare at work

(f) have a satisfactory working knowledge or experience of: computer based systems governing lighting, ventilation and heating, audio/visual equipment etc

(g) have a satisfactory working knowledge or experience of: ICT skills in Microsoft Office, including Word and Outlook

(h) hold a current clean Category B driving licence and have the use of a car

(i) have the ability to use initiative and judgement

(j) Have good time management, organisational, interpersonal and communication skills

(k) Fluency in English and excellent communication and interpersonal skills

(l) Have the capacity to contribute to and work well as part of a team

(m) Be honest, dedicated and hard working

Desirable: It would be desirable that each candidate have; 

1. a satisfactory working knowledge or experience of building regulations

2. valid first aid certification

3. a satisfactory working knowledge or experience of electrical and mechanical systems

4. undertaken and monitored routine, cyclical and periodic maintenance works and minor new works related to a modern and/or heritage building

5. a satisfactory working knowledge or experience of scheduling software 

6. Art Handling Training

 

4. Age:

Candidates shall be under the age of 65 years at the date of employment.  Any candidate who reaches the age of 65 years prior to employment will cease to be eligible for employment on the result of the competition. 

Recruitment

Selection shall be by means of a competition based on an interview conducted by a board on behalf of Athlone Arts & Tourism Ltd. 

Short listing will be applied where necessary on the basis of the information on qualifications and relevant experience supplied by candidates in their application. 

Interviews will be held in late February/early March 2019.

The onus is on all applicants to make themselves available for any obligatory test(s) or interviews on the date(s) specified by Athlone Arts and Tourism and to make whatever arrangements are necessary to ensure that they receive communications sent to them at the address/email specified on their application.

Athlone Arts and Tourism will not be responsible for any expense, including travelling expenses, candidates may occur in connection with their candidature.

Candidates shall undergo such medical examinations as Athlone Arts and Tourism considers necessary.  Medical Examiners will be nominated by Athlone Arts and Tourism. Candidates will be required to pay the fee for any general medical examination or, unless determine otherwise, the fee for any examination by a medical specialist or for any special test and on receipt of bill, Athlone Arts and Tourism will re-imburse the candidate. Candidates must comply, at their own expense, with such remedial requirements as Athlone Arts and Tourism consider necessary.

Athlone Arts and Tourism shall require a person to whom an appointment is offered to take up such appointment within a period of not more than one month (must be available to start in early April 2019) and if they fail to take up the appointment within such period or such longer period as the company in its absolute discretion may determine, the company shall not appoint them.

Candidates who do not attend for interview or other test when and where required by Athlone Arts and Tourism, or who do not, when requested, furnish such evidence as the company requires in regard to any matter relevant to their candidature, will have no further claim to consideration.

A panel may be formed on the basis of such interviews. Candidates whose names are on a panel and who satisfy that they possess the qualifications declared for the post and that they are otherwise suitable for appointment may, within the life of the panel, be appointed as appropriate vacancies arise. The life of the panel shall be 12 months.

Appointment will be subject to the receipt of satisfactory Garda Vetting and references.

Basis for Processing your Personal Information

The basis for processing your personal data is to progress your application for the position you have applied for with Athlone Arts and Tourism under the Terms of the Employment (Information) Act 1994 and Athlone Arts and Tourism recruitment policies and procedures.

Personal data sought for the purpose of recruitment will include your name, your contact details including email address and mobile phone number, particulars of education, details regarding you record of employment and confirmation of if you require an employment permit /visa/ or work authorisation.

Sharing of Information

Outside of the relevant recruitment team, the information provided in your application will only be shared for progressing the competition for which you have applied for, with a designated short-listing and / or interview board. If, following the competition, you are offered a position or placed on a panel, the information provided in your application will be used to form your Personal File.

Storage period

Your application will be retained for one year from the date a panel for this position is formed. Applications which are unsuccessful at interview stage will be retained for one year. Applications that are not progressed to interview stage will be destroyed post competition.

If you do not furnish the personal data requested, Athlone Arts and Tourism will not be able to progress your application for the competition for which you are applying.

Applications will be treated in strict confidence.

Application Procedure

Please ensure that you provide a valid postal and email address and a contact telephone number on your cover letter.

Applicants to send 3 x copies of a current Curriculum Vitae and cover letter (including 2 named references), outlining their specific experience as it relates to the role description no later than Wednesday 13th February 2019 to;

The Company Secretary,
Athlone Arts & Tourism,
c/o Luan Gallery,
Elliot Road,
Athlone,
Co. Westmeath.

Applications sent by post should be posted in sufficient time to ensure delivery by this deadline. Allegations of loss or delay will not be considered unless supported by a Certificate of Posting.  The cost of postage must be borne by the applicant.

Please note an email confirmation of receipt of application will be sent. Shortlisted candidates must be available to attend interview which will be held in late February/early March 2019.

Please note canvassing will disqualify.