Facilities Manager
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Hard Services
Facilities Management (main)
Estates, Property
Job Summary
The Facilities Manager will be responsible for delivery of a professional, effective estate and facilities management service in line with IWMs Corporate Estate Strategy. This will be achieved through the effective management of outsources service contracts, management of minor works and through support to lifecycle replacement projects. Additionally, provide support to other IWM department projects within resources.
To monitor that H&S policy is carried out on a day-day basis across the sites managed to provide help and support to other managers and to raise to the attention of the Head of FM any issues that require intervention.
Key duties
You will be expected to work independently as well as across different teams in order to contribute to and deliver the priorities of IWM - using your knowledge, skills, talent and potential to the best of your ability.
You will focus at all times on delivering excellent customer service, ensure value for money at all times while being professional, courteous and demonstrating the behaviours and attributes expected of all IWM employees. You will also adhere to all corporate standards, and use corporate systems as directed to ensure consistency of service, brand and operational standards.
You will be expected to work across departments effectively, working with individuals, partners and where appropriate volunteers.
To identify and implement learning and development needs for both yourself and your team, including volunteers, if appropriate. 2
In addition, your duties will include:
Facilities Management
- You will act as primary client contact at your IWM Branch for all FM matters, to deliver a professional hard and soft facilities management service that supports the corporate and branch needs of the IWM.
- You will manage the development of the FM service delivery, identifying need for improved service standard levels where appropriate. You will monitor and evaluate the contractor's performance against KPIs and SLAs, ensuring, operational, policy and contractual requirements are met.
- You will support the Head of FM with guidance from the Head of Business Support, for the financial management of the contract (s) – this will include budget control, invoice problem resolution, applying financial sanctions for non-compliance and will manage department spend in a proactive manner, seeking the best value at all times.
Compliance
- You will conduct regular checks to maintain the high standards of service provision required. Maintain relevant records of checks and liaise with the contractor, reporting any fall in standards and the remedial action taken.
- You will support the Head of FM to identify innovation and improvement to the contracted service, working with the contractor (s) and other stakeholders in your branch to ensure efficiencies (quality, financial, managerial and protective) are identified, developed and implemented.
- You will identify any risks and non-compliance and in partnership with the contractors instigate immediate corrective action – this may require solutions to enable operational continuity, albeit with less risk. You will keep full record of any performance issues and action taken to resolve and precent any recurrence, escalating them as defined in the contracts.
General Responsibilities
- Provide support and advice to other IWM internal departments, liaising on a regular basis to understand needs and objectives.
- You will support the implementation of sustainability initiatives throughout all branches ensuring all opportunities for reducing carbon footprint are fully considered. Actively monitor all utility consumption, ensuring that issues are addresses at the earliest opportunity and that all initiatives are fully explored, costed and presented to the Head of FM and Compliance.
- You will ensure the provision of the required environmental conditions for the collections and a safe and comfortable environment for the staff and visitors; together with managing life safety systems and providing advice for the Business Continuity Plan (BCP).
- You will support and cover for other colleagues in the FM department when required and undertake other tasks and projects as directed by the Head of FM and Compliance.
- You will carry out necessary risk assessment for FM tasks, investigate accidents and near miss incidents to produce recommendations to minimise recurrence.
- You will be responsible for managing and delivering minor works, special projects as required with support of the Estates Projects Section.
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Person Specification: Facilities Manager Essential criteria |
How this will be assessed |
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1 |
Good level of secondary education with excellent standards in Mathematics and written English. |
Application Form |
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2 |
Track record and proven experience of managing FM service providers within multi-site environment, procurement of services, ideally at a strategic level |
Application form & Interview |
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3 |
Demonstrable knowledge and understanding of the principles and practical issues of FM systems, technical aspects of FM and H&S, with proven ability to coordinate and influence FM team and service providers |
Application form & Interview |
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4 |
Proven ability to manage budgets effectively and responsibly |
Application form & Interview |
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5 |
Proven experience of development, monitoring and reporting on Service Levels and Key Performance Indicators (KPI’s) |
Interview |
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6 |
Able to communicate professionally to all levels of management and contractors. |
Application form & Interview |
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7 |
Demonstrable competency and working experience of using common software including Excel, Word, PowerPoint and MS Project or equivalent scheduling and programming systems. |
Application form & Interview |
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Desirable criteria |
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8 |
Member of the Institute of Workplace and Facilities Management or similar. |
Application form & Interview |
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9 |
NEBOSH Certificate / IOSH Certificate |
Application form & Interview |
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10 |
Experience of working in a heritage sector organisation or equivalent |
Application form & Interview |
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Key competencies |
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11 |
Customer Care Skills |
Application form & Interview |
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▪ Excellent written, face-to-face and telephone skills. ▪ Probing and questioning skills that elicit the correct information. ▪ Helpful and diplomatic in their interactions with the public |
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12 |
Communication/Professional Presence |
Application form & Interview |
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▪ Sensitive communication style – able to handle situations calmly and appropriately. ▪ Expresses themselves clearly – both orally and in written format ▪ Precise and tactful, with an open and assertive communication style – not afraid to express differences in opinion, especially when dealing with difficult issues. |
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13 |
Personal Effectiveness |
Application form & Interview |
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▪ An accurate working style, under-pinned by excellent attention to detail skills ▪ Communicates with and involves all relevant stakeholders when constructing their work plans and keeping them informed throughout. ▪ Thinks laterally and creatively in order to overcome obstacles: finds alternative ways forward. ▪ Good application of judgement and initiative in order to deal with queries and problems. |
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