Job Description. Corporate Facilities and Compliance

Transcription

1 Job escription Post Title: Corporate Facilities and Compliance Manager Post Number: S Service Area: Corporate Facilities and Compliance SU: Property and states Accountable To (Line Manager): Head of Property and states Responsible For (irect Reports Post Titles): Assistant Facilities Manager (Performance and Compliance) Assistant Facilities Manager (Operations) 1. Job purpose The key objective of the Council s Asset Management Strategy is to retain the right assets at the right cost. The Council also needs to ensure that the assets it retains, acquires or develops, whether for its own use or on behalf of the wider community, are well designed, cost effective, safe, sound and fit for purpose. We have a One Council, One Facilities and Compliance Service that has in involvement in all the Council s non housing assets. The principal objective of the post is to provide a customer focussed facilities and compliance management service across all these assets. The post is the Council s specialist advisor, responsible person and budget manager in this area and will manage a diverse team of professional and technical staff, consultants, contractors and other partners within a variety of budgets and processes. Corporately the post provides part of the ongoing challenge to ensure the Council retains an affordable, effective and well managed estate. The coverage of the post falls into these key areas: Providing a comprehensive facilities management service that supports the building users effectively, efficiently and with a strong customer focus Managing and monitoring compliance and maintenance Providing the Corporate Risk Manager role for all the assets in the post s remit. Providing workplace solutions that supports the Council s and its partner s businesses Managing energy efficiency Business continuity and emergency planning Managing and supporting staff Initiate and manage change within operational services. While providing these services, the post is also required to challenge existing arrangements and evolve a comprehensive and seamless property service that moves from the delivery of a variety of technical tasks and functions to a service that is much more cost effective, performance driven, customer focussed and fully integrated. This will include providing a user-client and performance management perspective to the procurement and management of the building compliance and maintenance contract that is procured on a term basis. The post is also a key contact with partner Councils and other agencies in ensuring that efficiencies through economies of scale and standards are explored through partnership working at every opportunity.

2 The post reports directly to the Head of Property and states and will deputise for the Head of Service from time to time as a member of the Property and states management team 2. Organisational position Head of Property and states Facilties and Compliance Manager Assistant Facilties Manager (Performance and Compliance) Assistant Facilties Manager (Operations) 3. Key tasks, duties and accountabilities of the post The core Facilities Management service that typically includes: Reporting to and occasionally attending committees, Strategic Management Board and other corporate and public groups. Assist and advise the Head of Property and states in formulating and contributing to property related corporate policies, strategies, investment programmes and business plans. Assist the Head of Property and states in advising upon the impact and implementation of new Policies, Strategies and Standing Orders, relevant codes and legislation upon the service. esigning, providing and supporting a modern, fully integrated workplace to support the Council s business. Proposing, implementing and managing the most effective models for the facilities management and compliance of the assets and procuring and recruiting the appropriate mix of contracted and in-house resources. Proposing and performance managing the Key Performance Indicators for facilities, compliance and maintenance management Proposing and implementing the most effective systems and processes to support the services in the remit of the post and to ensure their compatibility with corporate systems and processes. Proposing service budgets for forward planning and budgeting purposes eveloping schemes and proposals with other local authorities and organisations for mutually beneficial joint working in the delivery of property services. eveloping systems with external providers for the use of ITC systems for the management of property assets and efficient delivery of property related services for example: o Procurement and development of the GVAS electronic property management

3 system o Procurement and development of Web based property information system o Procurement of GVAS mobile work orders o evelopment of the internal "Property Portal" electronic file management system. Security Caretaking Cleaning (internal and external) Courier activities including archiving and supporting electoral services Post Reception Vending Planned and preventative maintenance of building m+e services Including the procurement and performance management of contracts that support the above. The post is also responsible for managing the more sophisticated mechanical and electrical services at the principal operational buildings, including alarm systems, air conditioning, phase change comfort cooling, solar powered water heating, lighting controls and building energy management systems (BMS). Managing energy efficiency and monitoring utilities Responsible for measuring and monitoring energy and water consumption and proposing cost effective solutions that reduce consumption and emission of greenhouse gasses as set out in the Council s Climate Change Strategy. xamples include: Business continuity and emergency planning Responsible for providing facilities assistance if the Council s business is disrupted or if the Council is called upon to make its facilities available when the county emergency plan is invoked. Risk Management and Co-ordination Generally: nsuring compliance (Corporate Risk Manager) Commissioning risk assessments Permits to work Compliance Contract: Core team membership and day to day liaison with service and building managers Managing the core compliance service, monitoring KPI s and escalating performance issues or compensation events to the Corporate Asset Investment Manager Joint development (with the contractor and P+ Business Support) of the Compliance Schedule including the cloud based database and reporting systems. Managing and supporting staff The post leads a diverse group of staff ranging from the professional and technical though to those with trade or administrative skills. Being able to pro-actively manage, motivate and support those staff is a key measure of the success of this post. Initiate and manage change within operational services The Council strives to provide the most relevant, cost effective and efficient services at all times notwithstanding the context of cultural, financial and technological change. The post needs to remain cognisant of this context and be able to implement and manage changes within the service to both mitigate and exploit these external challenges.

4 4. The role s key contacts and level of relationships with individuals, groups of people, agencies and external organisations To be fully effective, the role requires interaction with colleagues, partners and contractors at a variety of levels, for example: Internally: Councillors (for example when they communicate on behalf of supported organisations that use Council buildings) SMB and SMT (for example, advising on strategic facilities matters, but also on day to day emergencies like the use of the aneshill House service courtyard, power cuts etc.) Fellow managers on the Property and states management team (for example, weekly briefings and exchanges between all the services in Property and states) Senior officers throughout the Council (for example, managers whose services operate from Council buildings) Staff within the service xternally: Contractors and consultants at director level (for example, procuring services then managing and reviewing the performance of contracts) Colleagues from the supported organisations that use Council buildings Professionals from other Councils and organisations who work in partnership with the Council. Professionally: Participating in and presenting best practice to national FM and property groups Participating in the relevant professional body as a chartered or associate level 5. Governance and corporate responsibilities 1. Undertake any additional responsibilities as directed by the line manager commensurate with the level and grading for the role 2. Adhere to the Council s policies, rules and procedures including, Health and Safety, qual Opportunities, all other legislative responsibilities, governance, financial and procedural rules. 3. nsure compliance to the organisation s Code of Conduct in the delivery and provision of services to staff and the community 4. Be part of the standby team on call-out and key holder duties (currently one week in three or four)

5 Person Specification Post: Corporate Facilities and Compliance Manager Post Number: S63107 Service elivery Unit: Property and states Grade Grade 10 Knowledge, Skills and Abilities This covers all technical, specialist, procedural and organisation knowledge and skills required for the post, including numeracy and literacy, language, computer skills including software packages. Use and safekeeping of tools and equipment Attributes Knowledge of: 1. Facilities Management or a closely related property discipline. 2. Procurement methods (including U), processes and law 3. Health and Safety and workplace legislation. 4. Hard and soft FM services contracts ssential/ esirable Application /N How to be Assessed Test /N Interview /N 5. Leading property and facilities related research 6. QA and IT systems including Microsoft Office and cloud based applications 7. Risk Assessments Able to: 8. Think creatively in resolving problems 9. Maintain a high level of self-motivation 10. Lead, direct and work as part of an internal or external team 11. Show highly developed management and organisational skills with the ability to manage and prioritise own and others workload while respecting their welfare 12. To influence others through good communication and

6 presentation skills both orally and in writing. Including preparation of a wide variety of written reports and feasibility studies. 13. Show well developed networking skills 14. Ability to work, collect and analyse information under pressure and manage conflicting demands. 15. Knowledge of Key Performance Indicators 16. Understanding of strategic issues affecting local government xperience This covers aspects of specific levels of experience required for the post including supervisory, management, demonstrable professional experience on a field required in the post Relevant and appropriate length of experience in: 1. Facilities Management or building services practice 2. Building surveying practice 3. ealing with a variety of property and facilities issues including the briefing, commissioning and monitoring of consultants. 4. At least five years of managing and supervising professional and technical staff 5. Assessing the technical, financial and other competencies of contractors and consultants 6. ealing with the public, senior officers, contractors and consultants 7. The preparation, control and monitoring of large budgets. 8. Preparing business plans 9. Performance managing large service contracts. 10. Both private and (local) government sectors.

7 Qualifications and ducation This covers the level of education, specific education, professional and/or technical qualifications required for the post 1. egree in a relevant FM, property or building services related discipline. 2. Corporate Membership of the Institute of Facilities Management 3. Qualification in building services or surveying (desirable) Any other attributes required for the role not mentioned above This covers those additional job requirements such as rota working, able to attend meetings in the evenings and at weekends, access to own transport 1. Commitment to Continuing Professional evelopment (CP). 2. Flexible approach to working and the ability to work outside of normal working hours on a rota and otherwise when required. 3. Ability to attend Committee, public and other meetings. 4. Valid full driving license and insurance for business use if driving own car.