Deputy Facilities Manager and Project Support Coordinator

Deputy Facilities Manager and Project Support Coordinator
Science and Technology Facilities Council
Salary: £37,841 (depending on skills and experience)
Band: D
Contract Type: Fixed-term contract (23 months)
Hours: Full-time
Location: UK Astronomy Technology Centre, Royal Observatory Edinburgh, Blackford Hill, Edinburgh EH9 3HJ
Closing date: 26th November 2026

STFC brings together scientists, technologists, engineers and business support teams to explore the unknown and deliver research and innovation that makes a difference to society.

We are looking for an organised, proactive and customer-focused Deputy Facilities Manager to support the delivery of Estates Services at the Royal Observatory Edinburgh (ROE).

Working closely with the Facilities Manager, you will help oversee the day-to-day operation of the site, support the management of facilities contracts and coordinate capital and minor works projects. You will also lead the estates administration and helpdesk functions, ensuring a responsive and effective service for colleagues, contractors and visitors.

The role includes line management responsibility for the Maintenance Operative and deputising for the Facilities Manager when required. You will work with a wide range of stakeholders, using your initiative and sound judgement to resolve operational issues and ensure services are delivered safely, efficiently and to a high standard.

Key responsibilities

• Deputise for the Facilities Manager, representing Estates Services at meetings and acting as the operational link between the Facilities Manager, estates staff, contractors and service providers.
• Support the day-to-day delivery of estates services, monitoring service standards, contract performance, compliance and value for money.
• Assist with budget management, forecasting, procurement and the monitoring of expenditure.
• Provide day-to-day line management of the Maintenance Operative, including allocating work, monitoring performance, supporting development and ensuring safe working practices.
• Coordinate capital and minor works projects, monitoring costs, progress, programmes, risks and project documentation.
• Organise project meetings, maintain accurate records and support the preparation of business cases and project reports.
• Manage the estates helpdesk, acting as a first point of contact for customers, logging and monitoring requests and ensuring timely updates and resolution.
• Support purchasing, raising requisitions and purchase orders, reconciling invoices and maintaining accurate financial and contract records.
• Maintain estates compliance, health and safety and maintenance documentation, including RAMS and Permit to Work records.
• Support business continuity planning and respond to operational or building-related incidents when required.
• Contribute to improving estates processes, customer service and the overall effectiveness of the Estates Services team.
• Undertake supervision, appraisal and welfare conversations, and identify training and development needs.
• Monitor project costs and progress against budget, escalating variances to project managers and the Facilities Manager.
• Track project progress against agreed stages (e.g. RIBA Plan of Work) and maintain accurate records.
• Assist with physical site checks, including planned preventive maintenance inspections, floor occupancy plans and signage.
• Assist with Goods In/Out.

You will also provide wider administrative and operational support to the team, including coordinating site access, meetings and events, maintaining records and supporting site activities.

About you

You will have experience in an estates, facilities management or built-environment environment, with the ability to coordinate people, projects and operational activities effectively. You will be confident managing competing priorities, working with a range of stakeholders and delivering a professional customer-focused service.

Essential qualifications and experience:

• HNC/NVQ Level 3 or above in Facilities Management, Construction or a related discipline, or equivalent demonstrable experience in a senior estates/facilities support or coordination role. (S&I)
• IOSH Managing Safely, or a willingness to obtain this within an agreed period. (S&I)
• Significant experience in an Estates, Facilities Management or built-environment administrative/operational role. (S&I)
• Experience of supervising, coordinating or line-managing others. (S&I)
• Experience supporting project delivery, including monitoring costs, programmes and documentation. (S&I)
• Experience raising and reconciling purchase orders and invoices and monitoring budgets. (S&I)
• Proficient in Microsoft Word, Excel, PowerPoint and SharePoint, with the ability to learn new IT systems quickly. (S&I)
• Working knowledge of health and safety and compliance requirements within an estates environment. (S&I)
• Excellent written and verbal communication skills, with the ability to analyse and work accurately with data. (S&I)
• Evidence of contributing to continuous improvement in the workplace. (I)

Personal skills and qualities:

• Strong leadership and people-management skills, with the ability to motivate, develop and manage the performance of others. (I)
• A professional and welcoming manner, with the ability to build effective working relationships with colleagues at all levels. (I)
• Ability to exercise sound, independent judgement and make decisions within agreed parameters, escalating appropriately. (I)
• Excellent organisational skills, with the ability to manage competing priorities and deadlines. (I)
• Ability to learn quickly and engage confidently with new systems, processes and environments. (I)
• Self-motivated and proactive, able to work with minimal supervision and effectively as part of a team. (I)
• Confident and resilient, with the ability to resolve difficult situations effectively. (I)
• Commitment to your own professional development and that of the team. (I)
• Willingness to travel occasionally to other STFC sites, including overnight stays where required. (I)

What we offer

STFC offers an excellent benefits package designed to support your wellbeing and work-life balance, including:

• 30 days' annual leave, plus 10.5 public and privilege holidays.
• Flexible working hours.
• An exceptional average salary pension scheme.
• Access to social and sporting activities and societies.
• A subsidised restaurant.

Join STFC and become part of a supportive team working within a world-leading research environment, where you can develop your skills and make a real contribution.

Right to work and sponsorship

As this job does not fulfil the UK Government minimum criterion for obtaining sponsored migrant worker status, we will be unable to apply for sponsorship for anyone not eligible to work in the UK. At interview, all shortlisted candidates are required to bring with them identification documents and original documents that prove they hold or can obtain the right to work in the UK. You can check your eligibility here: https://www.gov.uk/check-uk-visa/y