Role: Facilities Officer

Business: Office of Public Guardian (OPG)

Location: Birmingham

Grade: AO

Salary: £25,582

Contract Type: Permanent

Minimum Hours: 37 hours per week

Organisational Overview

The Office of the Public Guardian (OPG) protects people in England and Wales who may not have the mental capacity to make certain decisions for themselves, such as about their health and finance. We are an Executive Agency of the Ministry of Justice (MoJ), set up in 2007 following the introduction of the Mental Capacity Act of 2005.

OPG is responsible for registering lasting powers of attorney (LPA) and enduring powers of attorney (EPA) and supervising deputies who are appointed by the Court of Protection.

OPG is a fantastic place to work offering a range of development opportunities. The OPG is a disability confident employer and is committed to developing a supportive and inclusive environment that reflects the diverse community we serve.

OPG is currently delivering an ambitious transformation programme. This will change the way we provide services and help us meet the growing needs of our users, partners and our stakeholders. It will make sure our users experience a better level of support and will help us to respond to the changing needs of society. Transformation will ensure we can better support adults at risk and create high-quality services that are accessible and affordable.

Team Overview

The Facilities Management team plays a vital role in ensuring the organisation’s buildings and workplaces are safe, efficient, and fully operational. The team is responsible for the delivery of high quality facilities services, including building maintenance, statutory compliance, health and safety, contractor management, and space management. Working collaboratively with internal stakeholders and external suppliers, the team supports business operations by maintaining well managed, compliant, and welcoming environments for staff and visitors.

Duties and Responsibilities

1. Building & Maintenance Management

• Coordinate reactive and planned maintenance works across sites.

• Manage maintenance requests and ensure timely resolution of issues.

• Carry out regular building inspections to identify repairs, hazards, or compliance gaps.

• Support the implementation of planned preventative maintenance (PPM) schedules.

2. Health, Safety & Compliance

• Ensure buildings comply with statutory requirements, including fire safety, water hygiene, asbestos, electrical safety, and security.

• Maintain accurate records, permits, and audit documentation.

• Assist with fire drills, evacuation procedures, and emergency planning.

• Complete risk assessments as required.

• Escalate risks and report incidents appropriately.

3. Contractor & Supplier Management

• Act as first point of contact for on‑site contractors and service providers.

• Monitor contractor performance and ensure all work is completed safely and to specification.

• Support procurement activities such as obtaining quotes and raising purchase orders.

4. Facilities Operations

• Manage and maintain the helpdesk and any inbox requests

• Oversee cleaning, waste management, room booking, and other operational functions as required.

• Order and manage stock for office supplies. Accept and sign off deliveries, distributing across the busines as required.

• Support office moves and furniture installations.

5. Security & Access Control

• Manage access cards, keys, and security systems (CCTV, alarms, etc.).

• Support the implementation of physical security policies and procedures.

• Liaise with the security team or provider to resolve concerns.

6. Sustainability & Environmental Management

• Support initiatives to reduce energy consumption and promote sustainability.

• Monitor utilities usage and help identify efficiency improvements.

7. Administrative & Reporting Duties

• Maintain asset registers, maintenance logs, and compliance records.

• Support budget tracking and invoice processing.

Agreed Expectations

The successful candidate will be expected to work from their base location on a weekly basis in line with current Civil Service requirements, outside of any reasonable adjustments.

Due to the nature of the role some travel to other OPG and MoJ sites may be required.

Skills & Qualifications

Essential Skills

• Excellent Customer service/communication skills with the ability to build strong working relationships throughout the organisation (Lead)

• Flexibility to work as a team and on your own.

• Adaptable to prioritise/manage your own work and the day to day needs of the business.

• To be diligent, proactive and solution focused within a busy non stop department.

• Experience of using Microsoft computer packages.

Desirable Skills

The below criteria are desirable only. These will not be assessed throughout the recruitment process but will be used in the event of tied scores between candidates.

• Attention to detail

• Calm and reliable under pressure

Application process

 This recruitment will follow the Civil Service Success Profile process. Candidates will be expected to complete the following as part of the application:

• Statement of Suitability of no more than 750 words, to demonstrate your experience against the essential skills required for this role.

Should a large number of applications be received, an initial sift may be under taken using the lead criteria:

Excellent Customer service/communication skills with the ability to build strong working relationships throughout the organisation (Lead)

Interview Process

If you are successful at sift, you will be invited to an interview which will use the Civil Service Success Profiles. At interview, candidates should expect questions on:

• Strengths relevant to the role

• The following Behaviours at Level 1:

  • Managing a quality service

  • Working together

  • Delivering at Pace

All interviews will be held face to face.

Feedback will only be provided if you attend an interview.

Reasonable Adjustments

At OPG we consider all applications on the basis of merit and want you to feel able to demonstrate your full potential whatever type of assessment is used. If you require any reasonable adjustments for any aspect of the selection process, do not hesitate to get in contact with us.

As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role. If you are applying for a role within OPG and would like to be considered under the Disability Confident Scheme, please indicate this in your application and let us know of any reasonable adjustments you may require during the selection process.

For further information on benefits of working for OPG, such as our Flexible Working Policy and a FAQ, please check the candidate information pack attached to this advert.

If your application for this role is unsuccessful, we may offer you an alternative role at the same or lower grade should one be available.