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Facilities Assistant - York Science Park
Deadline: Thu 14th December

York Science Park Ltd provides high-quality office space, laboratory facilities and hot-desking in the Innovation, Bio, IT Centres, Catalyst and Enterprise House for small and medium sized companies on a flexible rental basis. We also offer a Facilities Management service to other buildings on the park.

Job Summary

  • To provide full facilities support to the Facilities Manager. Ensuring an understanding of all the FM processes to be able to cover fully in colleagues absences.
  • To provide excellent customer service and support to residents, visitors, suppliers and contractors.
  • Actively contribute to the successful operation of York Science Park Ltd and achievement of objectives set by the Chief Executive Officer.

Responsibilities and Duties

Duties include but are not limited to those listed below.

Facilities support:

  • Assist the Facilities Manager in maintaining and overseeing the building and ground maintenance of all YSPL buildings; this includes the following but is not exhaustive: PPM, security systems, key schedule, inductions and exits, cleaning, energy awareness, waste disposal and recycling.
  • Maintain the electronic reporting system, logging all issues and ensuring that all are dealt with efficiently and that customers are kept informed.
  • Hands on dealing with day to day maintenance/reactive issues and problem solving, ensuring compliance with service levels.
  • Supporting the maintenance of the telephone systems
  • Maintenance of Fire Alarm systems, including the testing of fire alarms.
  • Planning allocation of space and resources for residents and re-organising as residents grow and move.
  • Ensuring empty space is set-up and ready for occupancy at all times.
  • Travel champion – contributing to the travel plan and working on initiatives
  • Occasional contact out of hours in an emergency situation. Emergency contact for our key holder.
  • May need to occasionally work weekends for business needs.

Specific Quality and H&S Responsibilities

  • Responsibility for H&S policy, procedure and risk assessments, ensuring a safe environment.
  • H&S Inductions and training for new YSPL staff.
  • Inductions and exits for residents are completed accurately and H&S information is captured and stored.
  • Maintain and update all resident and site files, including all inventories, all forms at induction, key schedule and security forms and obtaining signatures.
  • Internal Quality Auditor ensuring all internal audits completed annually.
  • Ensure all ISO documentation is updated and changes authorised.
  • Ensuring continuous improvement of processes.
  • Ensuring quality actions are completed to agreed timescales.
  • Manage the external audit process and work towards zero non–conformances.

Financial aspects

  • Supporting contract negotiation and managing contractors onsite. .
  • Cost management and VFM on all purchases ensuring quotations and recommendations are recorded.

Reception support:

  • Answering the main switchboard and meeting and greeting visitors.
  • Servicing conference and meeting rooms.
  • General administration duties including sorting mail, filing, photocopying, faxing and maintaining records.
  • Ensure all reception areas are kept tidy and welcoming to all visitors.
  • Take on the role of Fire Warden in an emergency.

Customer Relations (Customers = internal YSPL team, residents, visitors, contractors & suppliers):

  • High levels of communication with residents regarding facilities issues and any planned maintenance.
  • Excellent interface with the YSPL team ensuring they are updated at all times of any changes or problems.
  • Respond appropriately to all emergencies and urgent issues as they arise
  • Maintain strong relationships with contractors and suppliers coordinating work and ensuring quality of works.
  • Supervise and manage contractors and subcontractors on site ensuring good H&S practice.


  • Be a flexible and proactive member of the York Science Park team reflecting YSPL values.
  • Act as an ambassador for York Science Park Ltd. This includes building a network of suppliers, like-minded people and looking for innovative solutions.
  • Any other duties as requested in order to meet the changing needs and demands of the business.

Job Downloads:
Contact Details:
Sarah Savage
Contact Email:
Company Website:

Additional Information:
Days/Hours of work Monday – Friday 8:45 - 5:30 Salary up to £20,000 per annum Deadline for applicants is 14 December 2017 Interviews to take place on 20 December 2017 York Science Park Ltd, Innovation Centre, Innovation Way, Heslington, York, YO10 5DG Tel: 01904 435100 Fax: 01904 435135 Registered address: Heslington Hall, Heslington, York, YO10 5DD.

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Why York Science Park?
Your conference or meeting
Events at York Science Park