Facilities Officer (Including Health and Safety)
Location:EMBL-EBI Hinxton near Cambridge, UK
Staff Category:Staff Member
Contract Duration:3 years
Grading:5 (monthly salary starting at £2,552 after tax). For more information about pay and benefits click here
Closing Date:4th March 2018
Reference Number:EBI_01130

Job Description

The Facilities Officer has operational responsibility for facilities and health and safety at EMBL- EBI. The Institute’s 650 personnel are located in three buildings on the Wellcome Genome Campus with extensive on- and off-site computer facilities and data centres.

The role reports to the Head of Administration and supervises a Facilities Assistant and three Receptionists. Key responsibilities include:

Health and Safety

The postholder oversees arrangements for the EMBL-EBI Health and Safety Committee meetings, papers and related activities, including:-

  • representing EMBL-EBI on the Campus General Health and Safety Committee
  • liaison with the on-site Occupational Health Service
  • maintaining good working relationship with the EMBL Health and Safety Officer
  • ensuring that activities undertaken at EMBL-EBI accord with relevant policies.
  • maintaining and updates web pages and policies as appropriate
  • providing reports and management information on health and safety as required

More specifically the postholder will compile the annual report to the Directors on EMBL-EBI Health and Safety, ensuring that it is presented (via the Head of EMBL-EBI Administration and Operations) to the Strategic Management Committee.

The postholder is responsible for ensuring that the EMBL-EBI Health and Safety requirements are met including (but not limited to) fire safety, office hazards, workstation ergonomics, manual handling and the Institute’s DSE programme. Risk assessments will be undertaken as appropriate with the relevant personnel, along with the appropriate training.

The postholder is responsible for the organisation of the programme of medical appointments, as members of personnel are required to undertake a review at the start, interim and end of employment, in accordance with Staff Rules and Regulations.

The postholder is responsible for following up on incident and accidents reports, ensuring that they are brought to the attention of relevant personnel and making sure that any subsequent remedial actions are dealt with appropriately.

EMBL-EBI also makes use of on and off-site computer facilities, including data centres on campus, at Hemel Hempstead and a small replication facility at Flint Cross. The safety of EMBL-EBI personnel working in or visiting these facilities, including manual handling techniques, noise protectors, man-down arrangements are in the postholders responsibilities.

The postholder must raise any concerns over EMBL Health and Safety with their line manager, but also have the right to raise issues directly with the EMBL-EBI Directors and/or EMBL Head of Safety as required.

Building Facilities

Members of EMBL-EBI are housed across three buildings on the Wellcome Genome Campus. The facilities include office space, meeting rooms and dedicated training facilities. Building maintenance, landscaping, catering, cleaning, security, buses are provided under contract so there is an expectation that the postholder will be responsible for liaising with Genome Research Limited who provide these services on campus.

Specifically the postholder is responsible for ensuring that the buildings are well maintained, repair works are properly costed and tendered, scheduled work has minimal disruption and is coordinated with members of personnel likely to be affected by the works.

The postholder will take the lead on the management of space issues: this includes working with Group Team Leaders within and across departments to optimise space allocations. Where appropriate change of room purpose (e.g from office to meeting room) will need to be assessed and costed, coordinating advice and action from campus service providers as appropriate. The postholder will also oversee the organisation and delivery of large scale moves, migrations and expansions, e.g. relocating and or accommodating new teams in new and or different spaces by project managing the change and selecting and overseeing the work of removal companies as necessary.

The postholder is also responsible, as and when needed, for the acquisition of temporary space provision such as portacabins when installation and fit out may be needed.

The postholder will also contribute as a project team member to the design and construction of any new building on campus and be involved in and support business continuity planning and crisis management as required.

Staff Supervision

The post-holder will be responsible for supervising and managing the work of the Facilities Assistant, the receptionists working on the Main building and South Building receptions and their respective post-rooms.

Other Duties

Other duties, consistent with the overall job description, will be undertaken as required.

At EMBL-EBI, we help scientists realise the potential of ‘big data’ in biology by enabling them to exploit complex information to make discoveries that benefit mankind. Working for EMBL-EBI gives you an opportunity to apply your skills and energy for the greater good. As part of the European Molecular Biology Laboratory (EMBL), we are a non-profit, intergovernmental organisation funded by 23 member states and two associate member states and proud to be an equal-opportunity employer. We are located on the Wellcome Genome Campus near Cambridge in the UK, and our 650 staff are engineers, technicians, scientists and other professionals from all over the world.

Qualifications and Experience

You ideally would have line management experience, an ability to communicate effectively to achieve results through others and provide a good service. Be highly organised and able to manage a busy workload across two main areas of responsibility proactively solving issues as they arise. Previous experience within a Facilities and or Health & Safety environment is required. Training and development can be provided in DSE and related areas as required.

The position is full-time and you will work 39 hours per week, which will sometimes need to be flexible to provide support when needed. You will enjoy working with others within a stimulating and international culture.


EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. The remuneration package comprises a competitive salary, a comprehensive pension scheme and health insurance, educational and other family related benefits where applicable, as well as financial support for relocation and installation.

We have an informal culture, international working environment and excellent professional development opportunities but one of the really amazing things about us is the concentration of technical and scientific expertise – something you probably won’t find anywhere else.

If you’ve ever visited the campus you’ll have experienced first-hand our friendly, collegial and supportive atmosphere, set in the beautiful Cambridgeshire countryside. Our staff also enjoy excellent sports facilities including a gym, a free shuttle bus, an on-site nursery, cafés and restaurant and a library.

Application Instructions

To apply please submit a covering letter and CV, with two referees, through our online system.

Additional Information

Applications are welcome from all nationalities - visa information will be discussed in more depth with applicants selected for interview.

EMBL-EBI is committed to achieving gender balance and strongly encourages applications from women, who are currently under-represented at all levels. Appointment will be based on merit alone.

The initial contract is for a period of three years with the possibility of a fixed-term extension.

Applications will close at 23:00 GMT on the date listed above.