Job Description

We're looking for a motivated and proactive Estates Support Supervisor to support the day-to-day delivery of essential estates services across the National Records of Scotland (NRS). The team is responsible for supporting and facilitating the operational business requirements of the organisation across our four buildings which includes associated planned and reactive maintenance, cleaning, waste management and statutory compliance, along with minor and major capital improvement projects.

This post requires onsite working with internal staff and contractors to support the delivery of day-to-day tasks to ensure the organisation remains operationally effective, safe and compliant.

Responsibilities

• Facilities management - Responsible for escorting contractors on site and overseeing compliance-related activities, including fire safety tests and checks, and water temperature monitoring in line with Legionella (L8) compliance requirements. Liaise closely with both Soft FM and Hard FM service providers to ensure planned maintenance and reactive works are completed in a timely manner. Act as an out-of-hours key holder, providing emergency site access and support when required.
• Health and Safety - Support review of property Health & Safety arrangements including monitoring numbers of First Aiders and Fire Marshals and undertake updates to Health and Safety documentation such as contact information sheets displayed across the Estate.
• Finance - Complete purchase order requests for approval and review invoices for accuracy and processing. Support Finance staff with requests for information.
• Stakeholder engagement - Maintain professional working relationships to facilitate effective collaboration with other business areas and suppliers.
• Security strategy - Provide support to the delivery of the building security strategy through liaison Head of security and proactive engagement with relevant teams.

Success profile

Success profiles are specific to each job and they include the mix of behaviours, experience and technical criteria (if applicable) that candidates will be assessed on.

Technical / Professional Skills:

1. Ability to coordinate works and services effectively including building fabric, fire and security and the delivery of maintenance and project works.
2. Ability to manage customer Helpdesk and email, ensuring calls are assessed, actioned or escalated within agreed timescale. Provide management information and reports.

Experience

• Experience delivering building, estates, or property maintenance services within a customer-facing environment, ensuring compliance with statutory requirements and maintaining high standards of operational service delivery.
• Experience working collaboratively with clients, stakeholders, and external contractors to plan, prioritise, and deliver building services and maintenance activities, with the ability to work independently and manage competing demands effectively.

Behaviours:

1. Making Effective Decisions
2. Changing and improving

You can find out more about Success Profiles Behaviours, here: : Behaviour levels - Success profiles: candidate guide - gov.scot

How to apply

Apply online, providing a CV and supporting statement (of no more than 750 words) providing evidence of how you meet the behaviours, experience and technical skills listed in the Success Profile above. Both the CV and the supporting statement provided will be assessed against the criteria for the role.

If invited for further assessment, this will consist of an interview and a job related simulation exercise.

Artificial Intelligence (AI) tools can be used to support your application, but all statements and examples provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, and presented as your own) applications will be withdrawn and internal candidates may be subject to disciplinary action.

Please see our candidate guidance for more information on acceptable and unacceptable uses of AI in recruitment.

Assessments are scheduled for w/c 19th October, however this may be subject to change.

This role is open to internal candidates and Common citizenship organisations

Sponsorship

Skilled Worker sponsorship is not available for this role. As a result, we are unable to appoint candidates who require Skilled Worker sponsorship now or in the future. Applicants must have an existing and ongoing right to work in the UK.

Recruitment Principles

As a government organisation, we adhere to the Civil Service Commission Recruitment Principles and we investigate any complaints received in relation to recruitment cases.

About us

National Records of Scotland (NRS) is Scotland’s record keeper. Our purpose is to collect, preserve and produce information about Scotland's people and history and make it available to inform current and future generations. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles.

NRS is a Non-Ministerial Department of the Scottish Government & and our staff are part of the UK Civil Service, working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland.

We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more about what we offer.

As part of the UK Civil Service, we uphold the Civil Service Nationality Rules.

Working pattern

Our standard hours are 35 hours per week, we offer a range of flexible working options depending on the needs of the role. If you have specific questions about the role you are applying for, please contact us.

Security checks

Successful candidates must complete the Baseline Personnel Security Standard (BPSS), before they can be appointed. BPSS is comprised of four main pre-employment checks – Identity, Right to work, Employment History and a Criminal Record check (unspent convictions).

You can find out more about BPSS on the UK Government website, or read about the different levels of security checks in our Candidate Guide.

Equality statement

We are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation. 

Find out more about our commitment to diversity and how we offer and support recruitment adjustments for anyone who needs them.

Further information

Find out more about our organisation, what we offer staff members and how to apply on our Careers Website.

Read our Candidate Guide for further information on our recruitment and application processes.

For further information, please contact Sharon Macpherson at Sharon.Macpherson@nrscotland.gov.uk