Job Title / Hook Facilities Manager
Business Unit / WG&S UK
Location / Hook
Job Group / 4b (TBC)
Key Relationships
Reports to: / Finance Director WG&S UK (TBC)
Responsible for: / 4 x Direct reports (plus additional temporary resource as necessary)
1 x Facilities Assistants
2x Receptionists
1 x Chef Managers (External Contractor based on site)
Any other key relationships: / Richmond Facilities Manager
Director Team, L3 Leadership Team, Local Employee Form, Events Team
Contracted service providers (security, maintenance, stationery, couriers etc)
Global H&S and Procurement Teams
Job Purpose
To organise and effectively manage all aspects of Facilities Management and Health & Safety in the Hook office with professionalism and high levels of service delivery
Key Responsibilities & Critical Success Measures
  • Coordinate and manage all areas of the building to ensure we maintain high standards within the office environment. Direct and plan essential services such as reception, post room, onsite catering, security, maintenance, off site archiving and cleaning.Ensure Premises Licence is kept updated and act as Designated Site Supervisor for Hook office. Ensure Bar Operating Principles are adhered to for all events on site
  • Lead, motivate and develop the Facilities team to ensure maximum employee engagement and build upon synergies between the Facilities teams on both sites by working closely with Richmond Facilities Manager. Manage daily scheduling of Facilities Assistants and Reception staff to ensure the teams run smoothly and appropriate cover is in place for holidays and unexpected absence. Provide cover in the absence of Richmond Facilities Manager, providing support to Richmond based team
  • Work closely with the WG&S UK Director Team and Local Employee Forum, to ensure the Facilities Function are fully supporting the requirements of the business and have the ability to provide a pro-active, forward thinking approach to FM services and strive for continuous improvement. Act as Business Continuity Plan Coordinator; assisting in refresher training and BCP exercises. Point of contact for Insurance related queries and H&S documentation for external events
  • Oversee Reception and Facilities Assistant in the management of taxi provision, stationery and print stationery, along with other office consumables and office supply contracts
  • Update/negotiate contracts with key suppliers and contractors on the required basis, making timely and cost effective decisions whilst maintaining service quality. Act as first point of contact for emergency facilities issues e.g. security, water leaks, electrical faults, etc. Manage Keyholder personnel and responsibilities.Project manage and supervise the works of all contractors and ensuring the necessary permit to works are completed prior to works taking place and that they are adhered to
  • Main point of contact for Hook office Landlord & Managing Agent liaison, managing licences for alterations and ensuring Landlord consent for works as and when required
  • Implement and manage Group health and safety policies and processes including risk assessments, security and fire regulations for the building, first aid and fire training and H&S induction packs for new starters/new leaders. Oversee the Facilities Management and H&S aspects of internal office churns and any FM Project works, provide support to wider Group Projects where FM expertise would better support cross functional project teams
  • Management of annual facilities budgetsincluding; preparing, forecasting and controlling expenditure, ensure the correct coding and processing of expenses and invoices to ensure accurate up to date records are available at all times

Functional Competencies / Function / Facilities
1.1 Deciding and Initiating Action /
  • Makes prompt, clear decisions which may involve tough choices or considered risks
  • Takes responsibility for actions, projects and people
  • Takes initiative, acts with confidence and works,
  • Initiates and generates activity

1.2 Leading and Supervising /
  • Provides others with a clear direction
  • Sets appropriate standards of behaviour
  • Delegates work appropriately and fairly
  • Motivates and empowers others
  • Provides staff with development opportunities and coaching
  • Recruits staff of a high calibre

3.2 Persuading and Influencing /
  • Makes a strong personal impression on others
  • Gains clear agreement and commitment from others by persuading, convincing and negotiating
  • Promotes ideas on behalf of self or others
  • Makes effective use of political processes to influence and persuade others

6.2 Delivering Results and Meeting Customer Expectations /
  • Focuses on customer needs and satisfaction
  • Sets high standards for quality and quantity
  • Monitors and maintains quality and productivity
  • Works in a systematic, methodical and orderly way
  • Consistently achieves project goals.

7.1 Adapting and Responding to Change /
  • Adapts to changing circumstances
  • Accepts new ideas and change initiatives
  • Adapts interpersonal style to suit different people or situations
  • Shows an interest in new experiences.
  • Deals with ambiguity, making positive use of the opportunities it presents.

9.2 Safety & Environment Compliance; Promotes a positive and proactive Health and Safety culture /
  • Demonstrate adherence to role specific responsibilities as detailed in the Company Policy "Approach to Health and Safety"
  • Develop safe systems of work within the Team, taking guidance from the SHE Advisors as needed
  • Provide assistance and support to the SHE Advisor
  • Promote Health and Safety awareness and safe working within the Team, providing the necessary training and instruction as required
  • Demonstrates knowledge of relevant safety and environmental legislation

Values
Be Proud
We are proud of our brands, our heritage, and our commitment to superior quality in our products.
Be Responsible
We are accountable and are committed to performing to our full potential within our teams, and as individuals.
Be Professional
We value integrity, transparency, professionalism and constructive debate within a team working culture. / Be Entrepreneurial
We foster a forward thinking and pioneering culture that recognises the need for innovative thinking and continuous improvement.
Think Long Term
We all care deeply about the long term prosperity of the business and understand that this long term perspective gives us a major competitive advantage.
Be Sustainable
We wish to make a positive contribution to our communities and to our environment.
Knowledge, Skills and Experience
  • Solid Background in Facilities Management in both hard and soft services
  • Experienced in the Management of High Performing Teams
  • Strong stakeholder management skills
  • Up to date knowledge and experience of Health and Safety laws and policies (IOSH or NEBOSH qualified)
  • Multi-site facilities management experience
  • Contract negotiation for property and building services
  • Proven ability in effective Budget Management

Personal Characteristics
  • Seeks ways to continually improve office procedures and looks for new and innovative ways of working
  • Self-sufficient with the ability to show a flexible approach to maintaining a busy workload whilst being relied upon to provide a hands on approach to the team
  • Proactive in identifying issues and implementing practical and appropriate solutions to assist in managing own and team’s workload efficiently.
  • Ability to lead, develop and inspire teams in delivering afirst class facilities service
  • Interpersonal skills to interact at all levels of the business

Created By: / Gemma Phoenix-Dore / HRBP:
Date: / October 2017 / Date:
Date of last revision:

1