Job Title

Office Manager (Property and Facilities)

Department

Property & Facilities

Responsible
To

Head of Property and Facilities

Responsible
For

No direct line management responsibilities; supervisory responsibility for
contractors, consultants, and third-party suppliers whilst on site.

Overall job
purpose

To coordinate and support all property, maintenance, project, compliance and
heritage activity across the Alexandra Palace portfolio.

Key duties and
responsibilities

1.  Helpdesk & Reactive Works Coordination

•  Act as main point of contact for the department provide timely support to

staff, contractors and stakeholders; and manage smooth day-to-day office
operations.

•  Oversee the property helpdesk/work-order system, monitoring job

requests and proactively liaising with staff, engineers and supply chain
partners to schedule reactive works in a timely and prioritised manner in
line with event and site operations.

2.  Contractor Management and compliance

•  Coordinate contractor visits, ensuring RAMS, insurances, competencies,
statutory documentation and compliance documents are in place, and
listed building requirements are submitted and approved in advance.
Arrange access, meet contractors on arrival and ensure compliance with
site procedures.

3.  Planned Preventative Maintenance (PPM) & Statutory Compliance

•  Manage the PPM and statutory inspection programme, ensuring all
certificates, servicing records, and compliance documentation are
recorded, digitised and kept fully up to date. Schedule works in alignment
with the event diary and operational requirements.

4.  Financial Administration & Procurement Support

•  Manage financial administration for the department including raising

purchase orders, collate quotations, reconcile invoices, monitor budgets
and maintain finance trackers.

•  Support procurement processes and documentation requirements for

maintenance and project activities.

5.  Assets, Systems and Digital Files

•  Maintain the digital filing structure for the Property Team, ensuring
accurate version control, organised records and easy retrieval.

•  Update and manage the asset register

6.  Business & Administrative Support

•  Schedule and coordinate meetings, prepare agendas, minutes, record

actions and ensure follow-up across maintenance, projects, heritage and
compliance workstreams.

•  Produce monthly and quarterly reports on maintenance performance,

statutory compliance status and contractor KPIs.

•  Track trends, analyse performance, identify recurring issues and

recommend improvements to enhance efficiency and compliance.

•  Oversee supplies of office furniture, equipment and stationary materials.

7.  Project Administration and Heritage & Listed Building Compliance

•  Maintain structured digital project files and physical heritage

documentation, including consents, drawings, surveys and conservation
records, risk registers and change control documentation.

•  Liaise with Historic England, conservation architects and the local

authority conservation officer to support compliance and relationships.

8.  Health & Safety, Site Audit Support

•  Assist with organising and monitoring periodic cleaning programmes

across site.

•  Support Health & Safety audits and venue safety walks, logging findings and

tracking completion of actions.

9.  Stakeholder Engagement

•  Assist in liaising with external bodies beyond Historic England, including
local authorities, utilities providers, statutory agencies and neighbouring
stakeholders.

•  Support community engagement for heritage projects, public consultations

and information requests.

•  Coordinate tenant communication on repairs, access, compliance and

obligations.

Person
Specification

Essential

Desirable

Education / Qualifications /
Memberships

Degree or professional qualification in
facilities management e.g. Institute of
Workplace and Facilities Management
IWFM or equivalent work experience

NEBOSH, IOSH or Equivalent Health
and Safety qualification.

Experience

Experience  supervising contractors
on site

Experience of managing scheduled
building maintenance including
Mechanical and Engineering

Experience of working with open
space.

Experience of working in a
commercial, cultural, arts,
entertainment or leisure venue.

Familiarity with local government
and its procedures processes and
procurement practices.

Significant experience of working in a
similar business support role within a
complex operational environment

Experience of supporting major capital
and refurbishment projects.

Skills and Knowledge

A strong understanding of health and
safety legislation, procurement
principles, contract management and
building systems

Organised and disciplined approach
with strong prioritisation skills and the
ability to work and deliver under
pressure

Able to solve problems with confident
and effective decision-making skills,
common sense approach.

Excellent communication skills, able to
present complex information to
diverse audiences in a clear and
succinct manner.

Strong financial acumen and IT skills

DIMENSIONS

Financial responsibilities

Budget administrator

People management responsibilities

n/a

GENERAL OBLIGATIONS

i.  Health and Safety

All employees have a legal duty to ensure the health and safety of people at work and members of
the public on site in accordance with H&S legislation and AP policy.

ii.  Equality and Diversity

Alexandra Palace is committed to the fair treatment of all our staff.  We are committed to giving
equal access to recruitment and selection, promotion and career development, training, pay and
benefits.

We will provide reasonable support to disabled applicants throughout the recruitment process. If
you feel that you need any additional support or reasonable adjustments to take part in the
interview process, please contact the HR team

iii.  Safeguarding

Demonstrate commitment to safeguarding of children, young people, and adults at risk.

iv.  GDPR

To handle personal data in accordance with the organisation’s data protection policy and to record
all processing activities in the organisation’s data register where appropriate.

v.  Sustainability

We are committed to a Sustainability strategy and policy, working towards finding new, innovative,
and economical ways to stay green.

CUSTOMER SERVICE STANDARDS

VALUES AND BEHAVIOURS

1.  We are Collaborative
2.  We are Bold
3.  We are Open and Genuine
4.  We are Passionate and Fun
5.  We are Resourceful

The Core Competency Framework

Each competency has an overall description. It is then broken down by level into “We will” and “We
won’t” indicators. This role is a level 2 (of 4) and therefore should be demonstrating behaviours at
level 2

1.  We are COLLABORATIVE

“We work as one team, sharing ideas, knowledge and insight to achieve our common purpose”

We Will

We Won’t

l

issues

  •  Work with other teams to raise and solve
2
e
v
e
L

•  Hold regular meetings to gain team input
•  Be visibly available to my team
•  Book weekly catch ups with other teams
•  Think and act as one organisation
•  Pro-actively talk to others rather than sending

•  Encourage silos or working in isolation
•  Think our work is more important than that

of other teams

•  Make decisions without consulting other

teams that may be impacted

emails

2.  We are BOLD

“We are bold and we embrace change – we constantly look for new opportunities and innovative ways of
doing things”

We Will

We Won’t

l

  •  Try new ideas and think outside the box
2
e
v
e
L

•  Look for possibilities and opportunities

everywhere – taking time to think creatively

•  Have faith in my ideas and find my voice
•  Encourage the ideas of others more often
•  Utilise the experience of the whole team
•  Strive to improve the customer experience
•  Encourage others to see mistakes as learning

•  Say “I can do better” but then do nothing
•  Accept something just because it is the way

it’s always been done

•  Shut down ideas without thinking about the

pros and cons

•  Resist change because it is too challenging
•  Think “I can’t do it”
•  Say “No” but not explain why

3.  We are OPEN AND GENUINE

“We are inclusive and diverse - welcoming all through our doors. We are genuine - we do what we say we will
and do it in a way that is in line with our values.”

We Will

l

  •  Get to know my team members
2
e
v
e
L

•  Be human – show empathy and care for others
•  Thank people and make them feel good
•  Accept all - embrace different points of view
•  Confront difficult situations with openness,

sensitivity, care and empathy
•  Pro-actively address exclusion and

discrimination

We Won’t
•  Exclude people because I find them difficult or

•

challenging
Ignore or belittle the ideas or thoughts of
others

•  Allow our own view to prevail not taking into
account differences of opinion or approach

•  Tolerate exclusion or discrimination
•  Delegate to the same people as they always
say “Yes” and avoid delegating to others

4.  We are PASSIONATE & FUN

“Our job is to put smiles on people’s faces, by being engaged and passionate about all that we do. We deliver
our purpose with fun and enjoyment”

We Will

We Won’t

2

l

e
v
e
L

•  Act as a role model for others by

demonstrating passion for my job and energy
every day

•  Go the extra mile – setting an example for

•  Act negatively - moaning and criticising
•  Forget to celebrate
•
•  Accept negativity or inappropriate behaviours

Just do the minimum to get by

the team

•  Make time to celebrate success
•
•  Focus on delivering quality for myself and my

Inspire, develop and build my team

team

•  Create a culture of fun so that we can all

enjoy what we do

in our teams

5.  We are RESOURCEFUL

“We use what we have creatively to get the best results possible, solving problems and overcoming difficulties”

We Will

We Won’t

2

l

e
v
e
L

•  Bring solutions not just problems and

complaints

•  Take a “see it and own it” approach
•  Make smart use of our resources
•  Actively look outside for new ideas and

research

Just go for quick wins because they are easy

•  Use resources just because we have them
•  Say “no” just because of lack of resource
•
•  Allow wastage in our work areas
•  Take on too much at once
•  Create a stressful environment for myself or

•  Attend and encourage others to attend

those around me

training and conferences and bring back new
ideas

•  Understand what generates profit
•  Free up budgets to spend where most needed
•  Empower and coach my team to come up

with their own solutions

•  Make use of people’s skills from outside of

work as well as at work