Technical Assistant (Mechanical) – Estates

Full-time University of Birmingham in Estates/Facilities Email Job
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Job Description


Position Details


Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £28,397 to £30,210, with potential progression once in post to £33,938

Grade: 5

Full Time, Permanent

Closing date: 13 July 2024

Travel may be required for this role

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university.  We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential.  With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working.  In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site.  On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham

Role Summary

To support the delivery of an efficient, effective, and sustainable statutory maintenance service to the Estates Office operation, predominantly (but not exclusively) for Planned Maintenance, Gas Boilers, F Gas Management, Air Conditioning, Vapour Compression Chillers, PSSR (Pressure Systems), and associated mechanical assets.

This includes proactively planning and managing insurance and other statutory inspections and associated repairs through liaison with external companies, directly employed trade staff, colleagues and customers, ensuring statutory frequencies and targets are met and that this is accurately evidenced and recorded. Ensuring that all delivered services are based on identified and understood customer requirements and compliance with statutory requirements and industry best practice.

Main Duties

  • Administer systems and processes in support of Statutory or Legal compliance, including the management of both electronic and hard copy information, condition reports, files, and databases, recording and planning the required activities in support.
  • Implementing and maintaining systems, databases, and records to ensure a high level of compliance is achieved, regularly monitoring and reporting on exceptions to allow positive remedial actions to be taken by self and others.
  • Ensuring the accuracy, availability, and visibility of information for independent review by third parties along with the associated dissemination of supporting information. Acting as a first point of contact to analyse and resolve problems with databases or other systems.
  • Reviewing and validating both retained and received information including service records, certificates, or drawings, for accuracy, relevancy, and completeness, undertaking remedial measures where required.
  • Supporting the day-to-day management of mechanical contracts and compliance areas.
  • Organising inspection, removal, repair, servicing, assessment, or related activities.
  • Having day-to-day responsibility for planning and supervising monitoring and inspection visits, including the
  • Management & transfer of information to relevant databases. Ensuring priority risk assessments works are completed a timely manner.
  • Keeping the maintenance software system up-to-date with all planned maintenance activities, and ensuring priority risk assessment are completed.
  • Cross supporting other officers or technical staff to ensure the overall service provided by the team is continuous and seamless, typically but not limited to supporting statutory inspections.
  • Assist in the procurement of work, contracts, or services in line with the Office’s financial, wider University or EU procurement guidelines; helping to ensure best value for money is achieved.
  • To support life cycle costing techniques in the provision or specification of engineering solutions.
  • Assisting in the review of contractors’ performance to ensure a high level of service delivery and customer satisfaction is achieved. Performance will be monitored using key performance indicators set against each contract (KPI’s), monthly meeting, review and monitoring of certification received.
  • Manage contractor performance, review H&S documentation, ensure that the contractors under control of the technical officer have completed the Estates induction and have the correct accreditations and Insurances are up to date.
  • Assist the Mechanical Officer with minor works and projects where required.
  • Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
  • Any other duties as may reasonably be expected by the relevant manager.

Required Knowledge, Skills, Qualifications, Experience

  • Basic knowledge and some experience across the range of maintenance disciplines within a similar environment.
  • Some experience of procuring repair and maintenance contracts.
  • Some knowledge of legislative and compliance areas relating to Mechanical disciplines / Activities including basic health and safety knowledge and the ability to read contractor risk assessments and method statements.
  • Previous experience of working in professional customer focused environment.
  • Understanding of basic engineering principles.
  • Proficient in the use of computer systems including Microsoft Office and willing to train in university specialist maintenance management software (Planon, Prime, CDE) or similar.
  • Training and presentation skills.
  • Numeracy and literacy skills.
  • Excellent interpersonal skills for dealing with staff and customers at all levels, able to listen influence and negotiate solutions across all levels.
  • Able to manage documentation and records in support of the service.
  • Strong collaborative approach and team ethic.


  • City & Guilds or HNC in an appropriate Mechanical engineering discipline.
  • Gas Safe or Air Conditioning / HVAC Qualification
  • Knowledge of Gas services, Air Conditioning system and Chilled systems.
  • Experience in a Higher Education environment.
  • Experience working with Mechanical systems would be advantageous.

Planning and organising

  • Able to work on own initiative with minimum supervision, prioritising to meet deadlines and targets.
  • Work with contractors to create an annual PPM schedule, assure that the schedule once created is adhered to assuring compliance is achieved.
  • Arrange for and issue access or work permits where required.
  • Manage emergency calls with contractors liaising with the relevant University stakeholders.

Problem solving and decision making

  • Assess the urgency of an incoming enquiry or report; making judgement on who needs to be informed, when and how, remining mindful of potentially high profile and sensitive matters.
  • Follow escalation procedures as defined in local and university guidance, polices and standard operating procedures.

Internal and external relationships

  • Develop excellent working relationships with customers, proactively anticipating their requirements in order to under and deliver them.


Informal enquiries to David Gallier email:

View our staff values and behaviours here


We believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is one of our valuesYou can find out more about our work to create a fairer university for everyone on our website.

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