Qualifications Wales

Senior Facilities Manager

Job Description

Job title: / Senior Facilities Manager
Employer: / Qualifications Wales
Location: / Q2, Imperial Park, Newport NP10 8AR
Contract: / Secondment – 9/12 months (maternity cover), full time. Requests for alternative working patterns, including part time, job share, may be discussed at interview or upon being offered a post on a matched basis.
Salary: / Band 4 - £37,600 - £43,950
Hours of work: / 37
Department: / Finance and Corporate Services Directorate
Reporting to: / Executive Director, Finance and Corporate Services
Closing date for applications: / 18 November 2016
Contact: / Abi Hill – 0333 0772701
Alison Standfast – 0333 077 2702
Background
Qualifications Wales is a Welsh Government Sponsored Body; the independent regulator of qualifications and the qualification system in Wales. The body is responsible for ensuring that qualifications and the qualifications system are effective in meeting the reasonable needs of learners in Wales, and for promoting public confidence in these.
Qualifications Wales has a publicly appointed Chair and Board who are accountable for the fulfilment of Qualifications Wales’ statutory functions and of its obligations to Welsh Government as a Welsh Government Sponsored Body. The Board therefore agrees the strategic direction and governance of the organisation and the Executive Team (comprising the Chief Executive and the three Executive Directors) who are responsible for the development and implementation of the strategic and operational plans.
Job purpose
The Senior Facilities Manager is responsible for the provision of high quality office services to Qualifications Wales, including responsibility for the administration and control of the Q2 building and facilities environment and the management of providers of support services and the customer service/administration team. The postholder will be responsible for providing a customer-focused facilities management service for approximately 75 occupants of thebuilding and regular visitors and will be the primary keyholder for the property.
Qualifications Wales has been established within a greenfield site and the postholder should monitor and maintain facilities controls, systems and procedures. The postholder will be responsible for supporting the CEO as Accounting Officer in fulfilling Qualifications Wales statutory obligations, including compliance with health and safety, environmental, hazard and fire regulations and acting as a good employer.
As a manager of staff the postholder will be expected to maintain a consistent and effective approach to the management of people, processes and resources.
Main duties
Health and Safety
  • Be responsible,on behalf of the CEO as Accounting Officer, for meeting Qualifications Wales’statutory obligations, including compliance with health and safety, environmental, hazard and fire regulations and acting as a good employer.
  • Be responsible for the maintenanceand implementation of environmental policies to ensure that Qualifications Wales has a positive impact on the local environment and community.
  • Be responsible, personally, for carrying out a wide range of H&S activities including local emergency evacuation procedures; risk assessments; weekly fire alarm testing; evacuation drills; housekeeping etc.
  • Be responsible for the effective operation and monitoring of CCTV.
  • Act as lead First Aider and train other staff as appropriate.
Facilities Policies
  • Develop and implementfacilities policies and procedures and on-going monitoring – including the building handbook, car parking, stationery, air-conditioning, room booking, post room, waste disposal etc.
  • Work with the landlord to fulfil any building maintenance schedules.
  • Administer office space allocations to achieve optimum usage.
  • Plan and manage changes to accommodation layouts to meet evolving operational/business needs and new ways of working. Manage moves within the office to meet agreed requirements.
  • Be responsible for ensuring the office layout meets staff needs, controlling any changes to layout or functionality of areas.
  • Deliver staff training associated with health and safety and facilities policies
Facilities Management
  • Administer the provision of a wide range of facilities, office and support services at Q2 Newport, to provide a safe, pleasant and effective working environment for staff and visitors.
  • In liaison with the Contract Manager, and the landlord, be responsible for operational contract managementand invoice approval of all facilities related contracts including:
  • Maintenance / Minor New Works– manage and arrange local minor maintenance/new work within delegated authorities and landlord approvals. Monitor contractors locally to ensure works, goods and services are provided effectively, efficiently and safely;
  • Office Furniture & Fittings– co-ordinate furniture repairs via appointed contractor, alterations to furniture layouts, provision of storage facilities and fittings such as shelving, keys etc.
  • Cleaning and facilities services- manage and monitordomestic services under FM Contracts including cleaning, waste collection, etc
  • SecurityManage the security service contract
  • Manage the internal monitoring of staff use of the facilities including arranging regular checks onthe kitchen and toilet facilities to ensure that facilities are in an appropriate condition for visitors – and where appropriate ensure that any on site problems are resolved as far as practicable prior to calling in contractors.
  • Act as the first point of contact for staff for facilities issues.
Budget Management
  • Responsibility for the management of a budget of almost £400k.
  • Ensuring the efficient monitoring of committed/ actual spend against set budgets.
  • Generating and presenting regular reports and reviews of Facilities expenditure.
  • Calculating and comparing costs for required goods or services to achieve maximum value for money.
  • Budget planning for future development in line with strategic business objectives.
  • Managing use of Corporate Purchase card for facilities related spend
External relations
  • Maintain effective relations with the landlord – acting as the first point of contact for lease and facilities issues.
  • Maintaineffective relations with neighbouring organisations.
Customer Service
  • Manage up to three administrative staff to ensure the effectiveness of reception and office services provision (including post room management, reception visitor services, CRM updating, meeting organisation, stationery provision, storage arrangements etc).
  • Establish procedures to control entry to site, and for any visitor inductions /Staff inductions to the building.
Security / Business Continuity
  • Assume day-to-day responsibility for the general security of the building including management of security contract providers and direct liaison with local police for security incidents at the premises.
  • Key holder to the building and first out of hours emergency contact point.
  • Develop local Business Continuity and disaster recovery plans ensuring arrangements remain up to date.
Environmental and Community Management
  • Monitor the environmental impact of the operation and take steps to improve the environmental impact (e.g. waste management; energy efficiency, community activities etc.).
  • Ensure compliance with waste disposal regulations
Continuing Professional Development
  • Maintain professional development, staying abreast of changes in legislation, regulation and best practice.
  • Work flexibly, performing any other duties as required, where relevant to the post and appropriate to the grade.

Person specification

Essential / Desirable
Qualifications / IOSH Health and Safety certificate
First Aid certificate
(Both of these are essential to the role but we are happy to fund training/refresher as required) / Member of the British Institute of Facilities Management with appropriate qualification
Experience / Demonstrable experience/expertise in the delivery of facilities management services, including the procurement and performance management of contractor support and budget management
Experience in setting and monitoring facilities policies.
Knowledge / Thorough knowledge of the health and safety/statutory framework relating to:
  • facilities and premises management;
  • H&S legislation;
  • environmental and waste legislation;
  • fire regulations;
  • COsHH;
  • and best practice facilities management

Skills / Good leadership and communication skills, able to influence others and transfer knowledge.
Able to work on own initiative and as part of a team.
Able to identify improvements and implement change in processes and procedures to improve customer service.
Able to lead and motivate a team, encouraging personal development. / Ability to communicate through the medium of Welsh

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