Venue and Facilities Lead

  • Part Time Job
  • Edinburgh
  • 24/06/2024
  • Part Time Job
  • Edinburgh
  • 24/06/2024

Website WHALE_Arts WHALE Arts

We’re looking for a proactive person to oversee the smooth running of our building and venue hires and to ensure our visitors have a warm, safe welcome to our creative community hub building in Wester Hailes.

Job Title: Venue and Facilities Lead
Reports to: Head of Operations
Location: WHALE Arts, Wester Hailes, Edinburgh 
Contracted Hours: 28 hours a week (part-time) inc. some evenings/ weekends as required
Contract: Permanent
Salary and Benefits: £28,560 pro rata

Role Purpose

WHALE Arts is at a key stage in its journey of community ownership and we are looking for a proactive hands-on Venue and Facilities Lead to help support the next phase of our development. This key role will support the smooth and efficient running of our building as well as our creative and income generation programmes. The role will oversee our H&S systems, maintenance and repair programmes as well as room bookings and tenancies. Supporting the front of house team to ensure everyone visiting has a warm, safe welcome is also a key aspect of the role.

Main Duties

Working closely with the Head of Operations you will

  • Lead on maintaining the facilities and maintenance programme for fire, security and plant. Monitoring, reviewing and updating procedures with Head of Operations when required.
  • Administer auditable digital records for all testing, servicing, and training across H&S, Risk Assessments and Security systems and procedures.
  • Support the Front of House team to deliver excellent customer service, assisting visitors and ensuring the day-to-day smooth running of WHALE Arts activities.
  • Co-ordinate and maintain relationships with contractors and suppliers for building based projects and keep up to date records of reliable buildings and facilities contractors.
  • Arrange and oversee annual plant maintenance: gas installation; electric installation; ventilation; and kitchen gas installation, accounting for use and variation, in liaison with Head of Operations,.
  • Research more cost-effective and environmentally sustainable ways to manage facilities and operations in to the future.
  • Support of income generation and our general programme, organise, plan and deliver events and activities for internal programmes and projects and external organisations.
  • Assist with information for capital/repair funding bids and oversee resulting project work
  • Act as fire warden overseeing fire evacuations and set up and oversee training of fire safety and evacuation procedures and training.
  • Be an event and activities duty manager and keyholder and train other keyholders in responsibilities.
  • Undertake light general repairs where needed.

Scope of the Job

Strategy

  • Contribute to the delivery of WHALE Arts Strategy, Vision, Mission and Aims as part of the organisation.
  • Work with the Head of Operations to develop and deliver organisational, enterprise and facilities strategies.

Finance 

  • Manage the facilities budget, ensuring that expenses are within budget and any cost overruns are identified and addressed.
  • Contribute to Building and Facilities budget planning with the Head of Operations.
  • Make purchases, receive and send invoices for processing.
  • Provide accurate, timely customer usage data/ bookings for finance team.

Fundraising & Income Generation

  • Support income generation by providing an excellent service to our tenants and venue hire customers.
  • Work with the Business Development Lead and Head of Operations to increase income and develop new sources of building based revenue.

People Management – Staff, Freelancers, Volunteers & Contractors

  • Support the Front of House Team.
  • Support volunteers to work on building and garden-based projects (in partnership with the Volunteer Co-ordinator).
  • Oversee contractors or service providers working in the building, ensuring they comply with health and safety regulations and that their work meets quality standards.

Data, Evaluation, Reporting 

  • Administer auditable digital records of all testing, servicing, and training in relation to Health and Safety requirements.
  • Support Head of Operations in implementing a new data management system and the roll out across the organisation.
  • Contribute to reporting and evaluation processes for annual report.

Facilities 

  • Manage room bookings and communicate with customers, tenants, partners and staff team to ensure smooth running of the spaces in the building.
  • Monitor energy usage and identify ways to reduce energy consumption.
  • Coordinate maintenance and repair work for the building’s physical infrastructure, such as plumbing, heating, ventilation and electrical systems.
  • Coordinate services such as cleaning, waste management, and pest control, ensuring that the building is well-maintained and clean.
  • Maintain accurate records of all facilities-related activities, including maintenance schedules, repair work, and contractor invoices.
  • Ensure the building is compliant with relevant regulations and legislation, including health and safety, fire safety, and environmental regulations in partnership with the Head of Operations.
  • Ensure that the building is safe and secure by monitoring the building’s security systems and addressing any safety hazards and communicating procedures to staff and tenants.
  • Train staff and tenants on keyholding responsibilities.
  • Assess and prioritise building maintenance by organising urgent/essential maintenance and overseeing the scheduling of routine maintenance.
  • Work with the Head of Operations on long term improvements and research funding sources to implement plans.
  • To undertake light general repairs where possible and appropriate.

Projects & Programming 

  • Support delivery of WHALE Arts programming activities, events and performances

Marketing and Communications

  • Provide regular updates on facilities-related issues, addressing any concerns or
  • complaints from tenants and building users with the support of the Head of Operations.
  • Working with the Programming Team to ensure all room bookings are correct for the quarterly What’s On planning and marketing.
  • Contribute to external communications on WHALE Arts programme activities on social media and newsletters.

Community and Network Development, Regeneration and Placemaking

  • Support the Front of House team to deliver excellent customer service, responding to the needs of the community, dealing with complaints and queries, accessing support and signposting to services.

Other Duties 

  • To be a key holder, opening and securing the building out of office hours when required.
  • To help with reception cover when needed and ensure holiday periods are covered sufficiently.
  • To comply with relevant WHALE Arts Agency policies.
  • To undertake any relevant training in relation to the post.

Job descriptions cannot be exhaustive and the post-holder may, from time-to-time, be required to undertake other duties, which are broadly in line with the above key responsibilities.

Person Specification

Essential

  • Previous experience in facilities management, preferably in a similar creative environment.
  • Experience of supporting and motivating a small team.
  • Excellent organizational and time-management skills, with the ability to formulate complex calendars of activity.
  • Good IT Skills.
  • Strong communication and interpersonal skills, with the ability to prioritize tasks.
  • Experience of and confident dealing with members of the public.
  • Ability to cope with the physical demands of the job: capable of working at height (ladders) and lifting/carrying equipment and material.
  • Knowledge of building maintenance and repair processes.
  • Understanding of health and safety regulations.
  • Knowledge of environmental and sustainability practices.
  • Good attention to detail, ability to work well under pressure.
  • Excellent problem solving skills.
  • Proactive approach to work, willingness to learn and adapt.

Desirable:

  • Experience of managing the repair and maintenance of a similar venue for an arts charity
  • Experience of managing a budget
  • Additional certification in health and safety, project management, or sustainability

How to Apply

Apply by email to recruitment@whalearts.co.uk attaching:

  • An up to date CV detailing relevant education and employment experience.
  • A covering letter demonstrating how your skills and experience meet the requirements of the role purpose, duties and  person specification ( max 2 pages)
  • Details of two referees, including at least one previous employer.
  • A completed Equal Opportunities Monitoring Form.

Please let us know if you need any additional support to take part in the application process. Find more information about WHALE here.

If you wish you may apply via video ( no more than 5 minutes) or another method of your choice.

Closing date: 9am Monday 24th June 2024. We will be holding interviews in the week of 1st July.

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