Soft Services Facilities Manager

Salary: £43,725 - £52,353

Location: Edinburgh 

Overview

Are you looking a role where you can utilise your organisational skills and build relationships with a wide range of people? Are you a good communicator with a great eye for detail? If the answers to the above are yes, then this exciting opportunity could be for you.

National Records of Scotland (NRS) is Scotland’s record keeper and official source of demographic statistics – information about population, households, migration, vital events, life expectancy and electoral statistics.

We are looking for an experienced Soft Services Facilities Manager to join the NRS Estates team, working to establish improvements in service delivery to a wide-ranging estate. The Estates team manages 4 buildings in Edinburgh, three of which are iconic Category A listed buildings and sit in the heart of Edinburgh’s World Heritage site. You will be working with both internal staff and external Soft FM service provider to manage all aspects of the maintenance and management of our buildings and facilities.

You will work with senior managers within the Estates team to ensure alignment of service and co-ordination of support for planned work including providing support to facilitate projects. You will engage with leads of all NRS business areas to ensure Estates services are continually aligned to their requirements and to ensure the estate meets business needs and delivers high quality standards reflecting current and emerging best practice.

Main Duties

• Lead a team to deliver a range of high-quality facility and support services to the buildings and users of the NRS estate including front of house services, mail management, cleaning, waste management and health and safety support
• Oversee the management and provision of safe and secure workplaces and support the ongoing adaptation of the NRS buildings to accommodate developments in ways of working while managing and mitigating all risks identified in Building Risk Assessments
• Identify, manage, and plan accommodation changes, space planning consultations and developing efficiencies of workplaces across the estate to ensure the estate meets business needs and delivers high quality standards reflecting emerging best practice. Identify opportunities for improvements in line with NRS sustainability and carbon reduction targets
• Develop and manage Key Performance Indicator’s and Service Level Agreements and monitor the performance of the service delivered by both in house estate teams and external contractors, including managing key delivery areas of the FM contract, ensuring that contractors deliver against contract requirements
• Ensure best practice and compliance with NRS Health and Safety, and Access policy, procedures, and guidelines
• Ensure clear communication of NRS policies across the Estate, in particular through physical messaging and signage across the Estate (buildings and grounds) through development and implementation of a consistent signage policy, directional and health & safety, through a strategy that is legible and informative
• Manage and monitor finances and forecast expenditure within the allocated budgets, ensuring services delivered provide value for money at all times
• Work with senior managers within the Estates team to ensure alignment of service and co-ordination of support for planned work including providing support to facilitate projects. Engage with leads of all NRS business areas to ensure Estates services are continually aligned to their requirements and current best practice. Manage the relationship with tenants and 3rd party users of the buildings ensuring their agreements are up to date and that all the conditions of their occupation are met

Competencies

• Improving Performance
• Communications and Engagement
• Self-Awareness
• Financial management
• Analysis and Use of Evidence

Qualifications

No specific qualifications required for this post.

Essential Criteria

• Significant experience in a similar role and membership of an appropriate recognised professional body
• Demonstrate breadth of experience in leading on the delivery of soft services on a varied but similar estate, an ability to meet multi and competing user requirements and delivering continuous improvement and best practice from facilities management strategies with tangible impact
• Experience of working with internal and external contractors and consultants in the delivery of a facilities management service to meet business requirements and time critical deliverables, including managing budgets and ensuring value for money is achieved
• Excellent interpersonal and communication skills to work with clients and stakeholders to deliver varied requirements from multiple business areas and communicate facilities compliance requirements and improvement opportunities in line with emerging trends, best practice, and sustainability targets

Location

This post is mainly office based with a requirement to attend each of our buildings in Edinburgh.

The official office is General Register House, 2 Princes Street, Edinburgh, Midlothian, EH1 3YY.

Our other buildings are:

New Register House, 3 West Register Street, Edinburgh

West Register House, Charlotte Square, Edinburgh

Thomas Thomson House, Bankhead Crossway N, Edinburgh

Provisional Interview dates

To be confirmed

To apply, you must fully complete and submit an online application via this website before the closing date using evidence-based examples to demonstrate your knowledge/skills (300 words). Remember, your answers should be clear, concise and reflect what actions you undertook. You may want to use the STAR(R) approach to respond to each criterion.

For further information on this vacancy, please contact Gerry Gallagher, Head of Facilities & Workplace Improvements, by email at gerry.gallagher@nrscotland.gov.uk

The Scottish Government is a diverse and inclusive workplace, and we want to help you demonstrate your full potential whatever type of assessment is used. If you require any adjustments to our recruitment process, please let us know via ScottishGovernmentrecruitment@gov.scot

As part of any recruitment process, Scottish Government and associated public bodies collects and processes personal data relating to job applicants and applicants for public appointments.

Personal information you provide in the recruitment process will be made available to Scottish Government and our additional data processors.

Closing date: 2 January 2024.