JOB DESCRIPTION
1. Job Title:· Property and Facilities Support Team Manager (Darlington)
2. Department/ team
§ Facilities
3. Job Purpose:
§ To manage the day to day requirements for Health and Safety, Mailroom, Document Management and Stores and small projects and office moves.
4. Organisational Position:
i) Immediate Line Manager:
§ Property and Facilities Support Manager
5. Responsibility for People:
§ Facilities Support Advisors (1)
§ Mailroom Operatives (2)
§ Stores Operatives (2)
6. Budgetary Authority:
§ None
7. Key Accountabilities
q Manage the day to day requirements of the Risk Assessment process. Ensure that these are reviewed annual and that any new risks are identified with the Business and the appropriate action taken within Darlington.
q Manage the day to day requirements of the mail delivery and receipt process at Darlington.
q Manage the day to day requirements of the Company’s Safety Audit process to ensure that safety audits are carried out on all sites on a bi-monthly basis. Ensure that any actions from the audits are completed within Darlington.
q To provide a repository of sustainability information from all sites and supply information to BIS on a quarterly basis to comply with the Governments GGC within Darlington.
q Manage the day to day requirements of the internal stores process within Darlington.
q Manage the day to day processes too ensure that all of our statutory Health, Safety, Fire and Environmental documentation is maintained in a library and always available for inspection by the authorities within Darlington. This includes compliance with Legionella, LOLER and Asbestos legislation.
q Liaise with the TFM Provider to ensure Statutory compliance.
q Manage day to day Health and Safety Requirements from the Business including Workstation assessment requirements.
q Manage day to day requirements of small projects and internal office churn.
q Manage the day to day requirements of the off-site storage contract to ensure the safe storage of all loans documentation. To meet the needs of the Business by calling back documentation as requested and ensure the document data base is updated as necessary. Ensure all related invoices are reconciled to allow Finance to pay invoices to agreed terms for Darlington.
7. Key Challenges.
□ Processing of all stores requirements to ensure location of boxes is known to ensure
security of information.
□ Review all of the current risk assessments on an annual basis and meet with Business
Units on request to discuss and agree risk assessments for any new equipment or
Processes.
□ To provide a mail receipt and delivery service at both Bothwell St and Llandudno sites.
To ensure that all mail is processed on a daily basis and that requests for special
deliveries are dealt with promptly.
□ To ensure that the off – site storage contract is working to agreed SLA’s. Meet with the
various Business units on a monthly basis to discuss any issues and agree workload
for the next period.
□ To ensure Risk assessments are completed for fire, legionella and Asbestos and
actions are completed.
□ To ensure all statutory maintenance is carried out on equipment and any insurance
inspections actions are completed.
8. Skills, Knowledge and Experience
q BIFM qualified or equivalent. Ability to work with all Company managers and articulate a point of view with Senior Managers about the available Facilities services.
q Facilities Management experience in a similar sized role.
q A sound knowledge of office systems and equipment. Fully ICT literate and able to apply new technologies and ideas.
q Full understanding of procurement processes used by Government agencies.
q Well developed communication skills.
q Minimum 5 years’ experience – preferably in a financial service environment, of which at least 3 years should have involved exposure to Senior level staff.
q Experience of working in a high technology environment
q Adaptability to assist in major process change and business re-engineering.
9. Communications:i) Internal:
r All internal customers, over all SLC sites
r Senior Management, Directors, Chief Executive.
ii) External:
r External auditors
r All suppliers of services on behalf of Facilities Department
r TFM Provider/PAM
r Any other agencies as required e.g. HSE, Environmental Control etc.
Signed Date
Property and Facilities Support Team Manager (Lingfield Point)