JOB DESCRIPTION

DEPARTMENT: Facilities

JOB TITLE: Facilities & Project Manager(Temporary)

  1. MAIN PURPOSE OF JOB

The Facilities & Project Manager will be responsible for delivering a number change projects to the Samaritans Central Office physical environment, Facilities Management and Health & Safety processes.

The outcomes of which should include:

  • Addressing all findings on the Croner Health & Safety Audit
  • Completion of all statutory testing certifications
  • Refurbishment of amenities (toilets/kitchens/shower)
  • Delivering a desk sharing solution
  • Development of an online record archiving and retrieval system for all facilities operations
  • Completion of a contract database and analysing for contractual tender opportunities
  • Completion of any required tenders
  • Publishing a Facilities Services Directory for all site personnel
  • Development a helpdesk reactive issues log/tracker and reporting schedule
  • Development of a Planned Preventative Maintenance Tracker and contractor booking in system
  • Complete any actions required in regards to the building condition report, fire and water risk assessments
  • General daily contract management
  • General daily support for to the admin team
  1. POSITION IN ORGANISATION
  • Reports into: Head of Property
  • Works closely with:All General Office staff.
  • Liaises with, and will be expected to contract manage a range ofexternal agencies
  1. SCOPE OF JOB
  • Property portfolio management
  • Project management
  • Procurement and contractor management
  • Statutory compliance including Health and Safety
  • General Duties of a Samaritans’ Staff Member
  1. DIMENSIONS AND LIMITS OF AUTHORITY
  • To act as point of contact with relevant regulatory authorities
  • To engage external experts/advice within delegated authority parameters
  • To operate within budgets approved by the Head of Property and in accordance with General Office policies and procedures.
  1. QUALIFICATIONS
  • Degree level qualification or equivalent is desirable
  • NEBOSH
  • Member of BIFM preferable
  1. SKILLS, KNOWLEDGE AND EXPERIENCE

An ability to demonstrate skills, knowledge and experience in the following areas:

  • Facilities Management
  • Project Management
  • Contractor management
  • Procurement
  • Experience of managing a diverse and dispersed property portfolio
  • Stakeholder management and communications
  • Appreciation of the voluntary sector and volunteering
  • Charity sector experience
  1. PERSONAL ATTRIBUTES
  • Excellent interpersonal skills, specifically the ability to communicate with other staff members, volunteers and external agencies.
  • Strong planning skills and an ability to multitask
  • Flexible, adaptable and ‘can do’ attitude
  • Enthusiastic about working with volunteers
  • Demonstrated ability to build and develop positive relationships.
  • Able to schedule work effectively and meet deadlines.

DUTIES & KEY RESPONSIBILITIES

Property management and support

  • Development of an online record archiving and retrieval system for all facilities operations
  • Devise and implement a contract database
  • Draft and publishing a Facilities Services Directory
  • Development a helpdesk reactive issues log/tracker and reporting schedule
  • Development of a Planned Preventative Maintenance tracker and contractor booking in system

Project management and coordination

  • Refurbishment of amenities
  • Delivering a desk sharing solution and creation of a hot desking area
  • Creation of informal meeting areas and general office improvements
  • Implementation of secure printing
  • Completion of any works as required by the building survey

Procurement and contractor management

  • Establish framework agreements with contractors
  • Identification of tender opportunities& completion of any required tenders
  • Analysis of stationery processes and implementation of a new process

Statutory compliance including Health and Safety

  • Complete all actions as required on the health & safety audit and all other risk assessments.
  • Completion of all statutory test certifications
  • Set up any required safe systems of work

General Duties of a Samaritans’ Staff Member

  • Contribute to the effective and efficient running of the General Office as appropriate.
  • Participate, as appropriate, in Staff forums and Meetings.
  • Adhere to Samaritans’ Polices and Procedures that are in effect from time to time.
  • Represent the General Office appropriately across the movement and Samaritans to the wider community as appropriate.
  • Treat all colleagues, volunteers and members of the public with dignity and work within and adhere to Samaritans’ equal opportunities statement and polices.
  • This Job Description is a statement of requirements at the time of writing and is not contractual. It should not be seen as precluding future changes after appointment to this role.

Special circumstances

  • Ability to work some evenings and weekends, including travel across UK and Ireland is essential

Signed by employee:______Date: ______

This job description is a statement of requirements at the time of writing and is not contractual. It should not be seen as precluding future changes after appointment to this role.