The British Academy – the UK’s national body for the humanities and social sciences - is seeking a Facilities Coordinator to join our Estates and Facilities Team to monitor and manage the day to day maintenance of our historic building, supporting staff and organising sub-contractors to resolve issues as and when they arise.

ROLE PURPOSE / OVERVIEW

The Facilities Coordinator is responsible for day-to-day liaison with clients, sub-contractors, and building users. They also support the Operations & Facilities Manager and Facilities Officer in the running of the Department's Cloud-based platforms (Citation & Smart-Log), and the Facilities Help Desk.

Their key responsibility will be to provide effective and efficient support for the running and maintenance of our prestigious building, responding to facilities issues as they arise along with the operation and administration of hard and soft services.

The role holder will support the Health and Safety functions, run the Facilities Help Desk and manage the CAFM system, amongst other day to day responsibilities. They will contribute to establishing best practice and work under the supervision and guidance of the Operations and Facilities Manager to ensure adherence to regulatory, statutory requirements and best practice guidance.

We are looking for a proactive team player with great communication skills.  You will need to be well-organised, able to prioritise your own workload and show flexibility in meeting the needs of the team.

Please note this role is on-site only.

OFFICE LOCATION - 10-11 Carlton House Terrace, St James Park, London, SW1Y 5AH

KEY RESPONSIBILITIES

1. Building Management

• Ensure the building meets standards by visual checks and inspections throughout the day.

• Assist with coordination of PPMs (Planned, Preventative, Maintenance), office maintenance, office moves, DIY tasks, troubleshooting, and fault finding.

• Assist with the administration of the FM helpdesk, utilizing the helpdesk system.

• Attend to reactive calls/emails throughout the day via the 'Facilities Helpdesk’ ensuring all emails are acknowledged, task categorized, added to the task list, liaising with the Facilities team, and ensuring tickets are closed out.

• Liaise with the Facilities helpdesk to ensure contractors are working to complete and close tasks in a timely fashion.

• Assist with the arrangement and coordination of contractors' access to the site, utilizing the permit-to-work system.

• Manage Royal Mail - incoming/outgoing post including working with the courier services - incoming/outgoing parcel.

• In charge of the access control systems, ensuring sign-in iPads and system are fully operational, producing and modifying access cards for all users of the Academy, and ensuring the system is kept up to date with sufficient cards available for all users.

• Responsible for ensuring adequate levels of office food and equipment supplies are maintained and that equipment is cleaned daily and ready for use.

• Liaise with the stationery contractor placing stationery orders and ensuring adequate stocks of essential items are available for building users.

• Undertake Weekly site cleaning audits.

2 . Health & Safety and Training

• Carry out daily/weekly health & safety and fire equipment inspections.

• Ensure a safety-first approach to all operations.

• Undertake weekly Fire Alarm tests for the site.

• Assist with staff inductions and completion of DSE workstation assessments for office and home workers.

3. Administration

• Adopt a flexible approach to undertaking additional administration tasks which to support the FM team.

• Provide cover for facilities colleagues in other areas.

• Log requests that are made by contractors ensuring Facilities team are kept updated.

4. Sustainability

• Champion sustainable practices across all facilities activities, including waste management, recycling, energy efficiency, and sustainable procurement.

• Monitor compliance with environmental policies, work with contractors on eco-friendly solutions, and support building-wide initiatives that reduce the Academy’s environmental impact

Key Stakeholders

Internal: Staff & Fellows of the Academy

External: Subcontractors & Visitors

ROLE REQUIREMENTS

QUALIFICATIONS

• IOSH Managing Safety Qualification (desirable)

• First Aid Qualified (desirable)

• Fire Marshal trained (desirable)

WORKING RELATIONSHIPS

Works and communicates effectively

• Is proactive in developing and maintaining effective working relationships with others internally and externally

• Demonstrates a positive attitude towards helping others by providing appropriate support, using initiative, and not waiting to be asked

KNOWLEDGE AND SKILLS

Demonstrates and develops appropriate knowledge and skills

• Seeks and uses opportunities to learn and develop, and is quick in picking up new tasks

• Is receptive to new ideas and change, adapting own ways of working as appropriate

PROACTIVITY AND PLANNING

Manages time and resources effectively in order to achieve own and organisational objectives

• Prioritises tasks to meet deadlines

• Keeps relevant colleagues informed and seeks input

• Takes ownership of tasks, including delegating effectively where appropriate

• Displays resilience in coping with workload

PROBLEM SOLVING AND DECISION MAKING

Ensures good decisions are made through a rational and methodical approach

• Identifies problems and opportunities and acts on them

• Has a pro-active, can do, attitude, taking personal responsibility for correcting problems or resolving issues

• Focuses on solutions and manages pressure

• Takes a flexible approach to their work, happy to take on different responsibilities in the interests of the Academy

LEADERSHIP

Gives a clear sense of direction while inspiring others with vision and actions 

• Shows integrity and wisdom, decisiveness and consistency, sincerity and honesty, especially under pressure

• Is courageous, making and seeing difficult decisions through in a calm manner, handling crises well

• Takes responsibility on behalf of a team (for difficult issues and equally for mistakes), leads by example, attracts support

OTHER REQUIREMENTS

• Able to work on a rotation shift, late evenings, and weekends as required (time in lieu and overtime will apply)

WORKPLACE VALUES

The Academy’s workplace values and supporting text are set out below. We share these core values with each other. They guide how we work together and with others. We demonstrate them through our behaviours.

COLLABORATION- We consistently work together to a common purpose, supporting each other, communicating openly and sharing knowledge. We are flexible and adaptable, receiving feedback constructively

CREATIVITY - We bring imagination and curiosity to our work, valuing learning, diverse thinking, and innovation. We are open-minded, receptive, and responsive, taking account of alternative perspectives

EMPATHY-We are understanding, sensitive, compassionate, and considerate, mindful of our own wellbeing alongside that of others

EXCELLENCE - We always do our best, without striving to be perfect, applying our expertise and experience to develop and grow

INTEGRITY - We are open and honest with each other, accepting personal responsibility and demonstrating loyalty. We are reliable and dependable, having belief that we will be transparent and clear

RESILIENCE - We are confident, bold, and tenacious, knowing when to listen as well as when to speak up. We respond positively to challenges and overcome problems

RESPECT - We are inclusive in our regard for each other, showing courtesy and appreciation. We treat people fairly and equally, welcoming everyone’s contribution and difference

APPLICATION PROCESS

We have a two-step approach to hiring, beginning with submitting an application through the Applied platform. This will be followed by a panel interview and may involve a task component.

Please note that we use AI screening software to identify responses that have been copied from AI sources and are not your own work.

The deadline for applications is 12:00 noon on 22 December 2025, however, we may close this role sooner if we receive a high volume of applications.  In these circumstances we will give those who have shown interest 24 hours notice of the change of deadline.

Interviews for this role are currently scheduled for 16/19 January 2026 but this may be subject to change.