JOB DESCRIPTION JOB TITLE: Building & Facilities Coordinator HOURS: 0.8 FTE, 30 hours per week (Sunday – Wednesday) including some evenings SALARY: £26,360 per annum (full time equivalent £32,950 per annum) LOCATION: London, NW3 REPORTING TO: Head of Building & Facilities ANNUAL LEAVE: 28 days (including Bank Holidays) pro rata + Jewish Holidays that fall on working days PURPOSE OF ROLE To be responsible for day-to-day matters relating to the management of the building and facilities, acting as the first point of contact for any queries or issues. Supporting the Head of Building & Facilities and deputising for them in their absence. DUTIES & RESPONSIBILITIES • Take responsibility for regular building-focused checks for lights, toilet facilities, damage to building fabric, health & safety/compliance issues • Being the first point of contact for all contractors on site to host, induct and instruct where necessary • Research and evaluate alternative quotes and schedule works with successful service suppliers • Act as first point of contact for the Nursery, as well as for JW3 tenants in the residential block, for their building related requests • Monitor and respond to radio requests from Visitor Services, Programming and Venue Hire for Building and Facilities related tasks. • Undertake regular stock check and feasibility checks on all resources used on site – i.e. laptops, screens, whiteboards, batteries, consumables etc. • Support with our ability to extend the time the building and facilities team is available to assist for troubleshooting – with consideration of early evenings between 6-8pm. • Complete reactive requests from the site relating to the building and facilities • Record requests on ‘Monday.com’ to monitor the delivery status of the solution, including regular updates on progress for successful management of suppliers. • Deputise for the Head of Building & Facilities in their absence, specifically with regards to operational matters • Assist the Head of Building and Facilities in the supervision and management of large installation projects and major maintenance projects • Take responsibility for operating the Building Management System (BMS), in the absence of the Head of Building & Facilities (training will be provided). This includes reacting to system failures of plant equipment and comfort control for the site, using the BMS as part of the root cause analysis, before evaluating a solution • Use Artifax (Event space booking system) to identify any issues or concerns at an early stage that may impact on the building operations, or where building operations activity may impact on planned events. • Assist the Head of Building and Facilities with longer term objectives, such as the aim to reduce energy and carbon emissions, by identifying any patterns or practices that could be improved. • Assist when necessary in supervising the compliance of Food Bank and Café fridge temperature checks and cleaning schedules. • Ensure smooth flow of internal communication between the Building & Facilities team, Visitor Services and Programming / Venue Hire teams • Adhere and maintain all data protection policies and protocols • Represent Building & Facilities department in absence of Head of Building & Facilities • Protect and enhance the reputation of JW3, representing JW3 in a professional manner to all stakeholders. • Undertake other reasonable duties as required by your line manager or members of the Senior Leadership Team. This role description is not exhaustive or all encompassing. Certain elements of the role may change from time to time, without altering the core premise of the role or the level of responsibility involved. This information will be reviewed and updated as and when appropriate, in consultation with the post holder, to reflect appropriate changes. PERSON SPECIFICATION Essential Skills & Experience • Demonstrable experience of working in a front-facing environment, with excellent written and verbal communication skills • Ability to navigate competing priorities and manage time sensitive or high-pressure situations in a calm, professional manner • A professional, confident, and friendly manner with the public • Strong IT proficiency, including use of Microsoft Office applications and a willingness to learn efficient use of any other systems/databases • Able to interact confidently and build relationships with a wide range of stakeholders at all levels • Strong organisational skills, efficient management of time and responsibilities against competing demands • Willing and able to work flexibly to meet the needs of the team and organisation • Able to work collaboratively and effectively with others and fostering strong team dynamics • Proactive and solution-focused, with an ability to take initiative Desirable • Experience of Artifax (or other venue management system) • Experience of Monday.com (or other project management system) • Experience of working in a similar venue – arts, live performance, theatre, and/or cinema Personal Qualities • Demonstrates a commitment to furthering JW3’s vision and mission. • Is approachable and able to engage positively with others, building and maintaining strong working relationships. • Has a proactive and flexible approach to their work, including a willingness to work evenings, weekends and Bank Holidays to serve the needs of a venue that operates 15 hours per day for 6+ days per week; year-round. • Driven and passionate about delivering a positive experience to users of the centre
JOB DESCRIPTION JOB TITLE: Box Office Assistant HOURS: 14 hours per week; Thursday 10am-8pm; Sunday 3-9pm (1-hour unpaid break on each day) LOCATION: London, NW3 REPORTING TO: Head of Visitor Services RATE OF PAY: Full time equivalent of £26,422 per annum (hourly rate of £13.55) ANNUAL LEAVE: 28 days (including Bank Holidays) pro rata + Jewish Holidays that fall on working days PURPOSE OF ROLE: Working as a core part of JW3’s Box Office Team and reporting directly to the Head of Visitor Services, you will be based at the main Reception desk on the first floor. You will provide a warm, friendly and efficient service to members of the public and users of the Centre – predominantly, but not solely, participants of JW3 events and activities - delivering excellent service to users and visitors at all times in order to help fulfil JW3’s Vision and Mission. DUTIES & RESPONSIBILITIES • Offer a smooth, professional and positive customer experience at all times; meet and greet visitors to JW3, providing an inviting and warm welcome that reflects our values. • Be one of the first points of contact for enquiries about JW3 events on the phone, by email or in person • Take bookings and sell tickets for JW3 events, on the telephone or in person, using the Spektrix booking system and ‘Up sell’ other events, memberships • Address enquiries, comments and complaints promptly and effectively, communicating these as necessary to other members of staff and/or the Manager. • Efficiently utilise the Spektrix Box Office system, including but not limited to: entering new information on to Spektrix as and when supplied; continuous monitoring of Spektrix to remove “broken email addresses”; cleaning duplicates • Ensure data protection policies are upheld • Maintain knowledge of the programme of events and activities available and upcoming, and be able to provide information about these events and respond to any associated enquiries. • Sell merchandise before/after events as and when required. • Help facilitate the smooth flow of internal communication between Front of House and the Programming, Venue Hire and Operations Teams. • Undertake cash-handling as and when needed. • Be a point of contact to people arriving at the JW3 office for meetings. • Efficiently use the Artifax room/space scheduling software system, including monitoring clashes, preparing and printing reports etc. • Provide support to the wider JW3 staff team as required and agreed with your line manager. • Ensure the reception area is maintained to a high professional standard and that all marketing material in the reception/front-of-house areas is up-to-date and professionally displayed. • Support Director of Programming & Impact, Director of Development and Director of Marketing & Sales with relevant data and ticket requests, customer complaints and feedback. • • • Ensure Housekeeping, Duty Managers and Facilities Manager are informed of any building related matters. Support ushers or volunteers as and when required, ensuring they have the information they need Protect and enhance the reputation of JW3, representing the organisation in an appropriate and professional manner to stakeholders, acting as an advocate for the work of JW3. Attend all relevant staff meetings, supervisions, training days etc. • • Undertake other reasonable duties as required by your line manager or member of the Senior Leadership Team. This role description is not exhaustive or all encompassing. Certain elements of the role may change from time to time, without altering the core premise of the role or the level of responsibility involved. This information will be reviewed and updated as and when appropriate, in consultation with the post holder, to reflect appropriate changes. PERSON SPECIFICATION Essential Skills and Experience • Ability to navigate competing priorities and manage time sensitive or high-pressure situations in a calm, professional manner • A professional, confident and friendly manner with the public • Excellent written and verbal communication and numeracy skills (for purposes of cash- handling), including telephone manner. • Proactive and solution-focused, with an ability to take initiative • Strong organisational skills, efficient management of time and responsibilities • Able to interact confidently and build relationships with a wide range of stakeholders at all levels. • Strong attention to detail • Enthusiastic and eager to learn and develop. • Friendly and approachable, with an ability work collaboratively and effectively with others • Willing and able to work flexibly to meet the needs of the team and organisation • IT proficient, with a willingness to learn efficient use of any other systems/databases. • An enthusiasm, understanding and experience of ‘customer service’ and sales techniques. Desirable • Previous experience in a Front of House/Reception/Box Office setting, particularly within a non-profit setting • Experience working in a relevant position at an arts venue, live performance venue, theatre or cinema. • Experience with use of Artifax and Spektrix Personal Qualities • Demonstrates a commitment to furthering JW3’s vision and mission. • Is approachable and able to engage positively with others, building and maintaining strong working relationships • Has a proactive and flexible approach to their work, including a willingness to work in the evenings, weekends and Bank Holidays to serve the needs of a community Centre that operates 6+ days per week • Driven and passionate about delivering a positive experience to users of the centre
JOB DESCRIPTION JOB TITLE: Head of Building & Facilities HOURS: Full time, 37.5 hours per week SALARY: £45,000 – £50,000 per annum (dependent on experience) LOCATION: London, NW3 REPORTING INTO: Director of Finance & Operations DIRECT REPORTS: Building & Facilities Coordinator ANNUAL LEAVE: 28 days (including Bank Holidays) pro rata + Jewish Holidays that fall on working days PURPOSE OF ROLE The Head of Building & Facilities has overall responsibility for the management and maintenance of the building and ensuring the appropriate provision of facilities at JW3, including services and equipment for all – be it customers/visitors, staff, volunteers, and tenants. They will also lead on the management of contracts with outsourced suppliers, including those responsible for building maintenance, IT and telephones, security, and cleaning. This role reports into and will collaborate closely with the Director of Finance & Operations. RESPONSIBILITIES • To ensure the building – both externally and internally – is maintained and serviced to a high standard in accordance with agreed budgets • Oversee and supervise the outsourced M&E maintenance contractor. • Oversee and regularly review the work conducted by contractors providing specific services to JW3, including (but not limited to) IT & telephones, cleaning and general maintenance, and security, ensuring required standards are achieved and maintained in accordance with contractual agreements. Consult with specialist professional contractors to oversee the development and implementation of longer term (5-10 year) plans for building lifecycle replacements and improvements, including energy efficiency and environmental matters. Conduct regular inspection audits and ensure remedial action is taken as required Ensure the building remains compliant with relevant legislation, regulation and licences for buildings and health & safety at all times Ensure any asset lists and inventories are kept up to date Take responsibility for the building’s health and safety policy, its implementation, monitoring and reporting. Consult with regulatory and local authorities as appropriate and to report to them in accordance with regulation, subject to the approval of the Director of Finance & Operations. Be the primary contact with the security contractor to ensure an appropriate security policy is implemented, monitored, and evaluated on a regular basis. • • • • • • • • Oversee the development of an IT policy by the outsourced IT contractor • • Oversee and manage major work programmes on site, acting as the liaison point for all parties involved, Liaise with the Data Protection Officer (outsourced) regarding IT security and data protection matters. • including on site and external contractors. Liaise with the JW3’s management agent regarding matters connected with the residential tower and offices leased to others. • Have primary responsibility for the operation of the Building Management System • Ensure familiarity with the room and resource management system (Artifax) so as to be able to proactively identify issues and escalate them for resolution Liaise with the organisation’s insurance broker as required to ensure adequacy of cover is obtained in a cost-effective manner Proactively identify efficiency and efficacy improvements across the areas of responsibility • • Staff Management • Provide effective line management and support to the Building & Facilities Coordinator, including but not limited to: regular 1:1 supervisions, probation reviews as applicable, appraisals, performance management and other relevant procedures, seeking guidance from HR where needed Encourage and foster a culture of continuous learning and development within the team, identifying and addressing training needs Lead by example in demonstrating empathetic and positive communication, and self-reflective practice. Share key organisational and departmental updates, inviting feedback and input from the team • • • Promoting and Promoting Representing JW3 • Protect and enhance the reputation of JW3, presenting the organisation in an appropriate and professional manner to all stakeholders, acting as an advocate for the work of JW3 Attend all relevant staff meetings, supervisions, training days etc. • • Undertake other reasonable duties as required by your line manager or other members of the Senior Leadership Team This role description is not exhaustive or all encompassing. Certain elements of the role may change from time to time, without altering the core premise of the role or the level of responsibility involved. This information will be reviewed and updated as and when appropriate, in consultation with the post holder, to reflect appropriate changes. PERSON SPECIFICATION Essential Skills, Knowledge & Experience • • • • • Demonstrable experience of building and facilities management, including working with contractors • Ability to navigate competing priorities and manage time sensitive or high-pressure situations in a calm, professional manner A confident decision-maker in a demanding environment, with credibility to obtain the support and cooperation of others Experience of supervising a team Able to interact confidently and build relationships with a wide range of stakeholders at all levels Strong organisational skills, efficient management of time and responsibilities against competing demands Able to work collaboratively and effectively with others and fostering dedicated team dynamics • • Demonstrably IT proficient, with a willingness to learn efficient use of new systems/databases; alongside a good working knowledge of IT and communications issues, including security and data protection A drive to ensure compliance with regulation and legislation in all areas of activity A recognised health & safety qualification Proactive and solution-focused, with an ability to take initiative • • • • Willing and able to work flexibly to meet the needs of the team and organisation Desirable • • • • An understanding of building needs and operations, ideally within an arts and culture environment An understanding of physical security matters for an organisation exposed to similar risks to JW3 Experience of Artifax (venue management system) Ipaf license holder (3a, 3b) for using motorised platforms Personal Qualities • Demonstrates a commitment to furthering JW3’s vision and mission • Is approachable and able to engage positively with others, building and maintaining strong working relationships. • Has a proactive and flexible approach to their work, including a willingness to work in the evenings, weekends and Bank Holidays to serve the needs of a community Centre that operates 15 hours per day for 6+ days per week