Managing and Developing the Forum for our visitors and tenants. We are looking to make an appointment to the following position:

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1 Managing and Developing the Forum for our visitors and tenants We are looking to make an appointment to the following position: Facilities Manager c. 30,000 INFORMATION PACK The Forum Trust Limited The Forum, Millennium Plain Telephone: (01603) Norwich NR2 1TF Web: theforumnorwich.co.uk

2 CONTENTS 1. COMPANY OVERVIEW 2. FACILITIES: WHAT WE DO 3. JOB DESCRIPTION 4. PERSON SPECIFICATION 5. MAIN TERMS AND CONDITIONS 6. APPLICATION PROCESS

3 COMPANY OVERVIEW The Forum opened to the public in 2001 and since then has been managed and maintained by the Forum Trust, an independent, self-financing charitable company. We are responsible for the main Forum building, 2 Millennium Plain and external areas around both buildings. Directly managed Forum Building Events and Exhibitions Internal and external public spaces Gallery Auditorium Car Park Tenanted Millennium Library BBC East and Radio Norfolk Pizza Express and Café Bar Marzano Tourist Information Centre MINT (City College Norwich) Jarrold Shop 2 Millennium Plain offices and shops Further information about the building s facilities and the events that can be enjoyed here can be found on our website: The Forum Trust has a small team of approximately 30 permanent staff, we also employ a team of casual staff for events.

4 FACILITIES: WHAT WE DO CUSTOMER SERVICE Management and maintenance of the Forum complex is a considerable task as it is visited by more than two and a half million people annually, all with different needs, requirements and questions. The tenant organisations which have space in the building also require assistance on a day to day basis. Both The Forum and the underground multi-storey car park are open from 7am until midnight for 363 days a year, and must be actively managed at all times. A dedicated team of staff performs this valuable role without which the building could not function as it does. The team is based in the Building Control Room on the ground floor of The Forum, which is staffed 24 hours a day. The Facilities team are usually the first port of call for the public who may have questions about the building, the car park and other facilities and also for tenants who may have maintenance issues or problems. They are all qualified first aiders and able to give medical assistance if required. BUILDING MAINTENANCE Facilities staff provide in-house repairs and maintenance services for The Forum building and for the businesses opposite in 2 Millennium Plain. They also carry out planned maintenance inspections and testing. The Forum's tenants are responsible for carrying out their own repairs and maintenance; however Facilities Services staff assist where necessary. Close liaison with tenants ensures minimum disruption, for example during planned maintenance. An external contractor provides cleaning services for The Forum and their staff are on site 7 days a week. Facilities are responsible for monitoring the cleanliness of the building and ensuring that any problems are dealt with. SECURITY AND EMERGENCY OPERATIONS Facilities staff deal with security, safety and emergency operations. This includes ensuring a swift and safe evacuation from the building during any emergency, for example following a fire alarm. Testing of emergency procedures and equipment is carried out on a regular basis. The building is protected by CCTV cameras which are monitored from the control room and regular patrols are also carried out in the building, car park and spaces around the building to ensure that all is well. THE FACILITIES TEAM Head of Property and Facilities Steve Falvey. Facilities Manager Vacancy Facilities Supervisors Four full time employees Facilities Assistants Two full time employees, two part-time employees and two bank staff.

5 JOB DESCRIPTION POST: FACILITIES MANAGER Scope of the Post: Assist the Head of Property and Facilities in all aspects of managing The Forum complex (The Forum, 2 Millennium Plain and the surrounding areas). Provide a day-to-day operational management presence for the Forum Complex. Supervision: Plan and execute daily activities of self and Facilities staff, and take initiative in informing the Head of Property and Facilities of developments, requirements and incidents affecting the Forum complex. Make emergency decisions in relation to raising alarms, evacuation and/or calling emergency services. Responsible to the Head of Property and Facilities. Posts supervised: Responsible for day-to-day operational issues relating to 10 permanent Facilities staff, as well as contractors. The permanent Facilities employees include a broad mix of trade skills allowing us to respond to many maintenance requirements in-house. In the absence of the Head of Property and Facilities delegated responsibility for all matters relating to Facilities staff. Key Activities: To fully support the Head of Property and Facilities with specific emphasis on the following activities: Leadership& Management Leading and managing people to reach their full potential. Preparing and implementing Facilities staff rotas. Handling leave requests from Facilities staff and arranging appropriate cover. Assisting other members of the Forum team in the pursuit of their objectives. Fostering good team spirit and actively participating in training initiatives. Development of security and building operational regimes including preparing operational procedure documents. Communication Health and Safety procedures, including preparation and review of risk assessments. Liaising with tenants and responding to requests. Liaising with nominated contractors on matters relating to planned and reactive maintenance. Building Maintenance and Management Buildings and plant maintenance. Management of The Forum car park. Undertake regular Operator testing of equipment and systems (fire alarm, sprinkler system etc.) and recording of test results. Ensuring adequate levels of spares and equipment are maintained at all times. Management of external contractors working on site. Management of cleaning contractor s staff on site. Maintaining records, both manual and computerised, of maintenance tasks undertaken. Managing help desk requests and allocating the appropriate resources.

6 System Management Management of the Building Management IT System. Management of Security, CCTV and Fire Alarm systems. Provision of operational procedures training for Facilities staff and training staff in the use of computer systems and equipment. Other The Facilities Manager will be expected to respond to emergency call outs as required and be prepared to provide cover for Facilities staff in the event of sickness. In the absence of the Head of Property and Facilities the Facilities Manager may be asked to deputise for them or attend appropriate meetings on their behalf. Any other activities which fall within the scope of the post and which are at a similar level of responsibility.

7 PERSON SPECIFICATION Qualifications Experience Skills Leadership and Management Professional Relationships Essential Maths and English qualifications to GCSE level or equivalent Appropriate Health and Safety and buildings management qualifications Recent proven experience of managing a facilities team Knowledge of Health and Safety legislation and risk management including preparation and review of risk assessments Experience of managing building contracts Excellent communication skills, both written and verbal Excellent customer service skills Good IT skills, including recent use of a computerised building management system Excellent planning and organisational skills Monitoring skills to ensure high quality of service and compliance in all areas Problem solving skills Experience of managing change Ability to manage, motivate and develop the team Ability to delegate effectively Ability to deal with real and sometimes difficult issues in a confident, fair and consistent way Desirable Professional qualifications or proven experience in a technical skill or trade First Aid qualification Experience of working in a large public building Experience of working with CCTV and knowledge of data protection

8 Ability to deal effectively with contractors/staff in negotiation in a reasonable manner Ability to build positive relationships with a wide range of people Personal Attributes Ability to work on own initiative Demonstration of a strong drive to secure sustainable improvements plus the skills to turn high aspirations into realities Adaptability and resilience Other A willingness to show flexibility in working arrangements in terms of duties and working hours/pattern to meet emergencies and changed circumstances Be willing to undertake further training Professional appearance

9 MAIN TERMS AND CONDITIONS Detailed below are the main terms and conditions of employment: Hours Your core hours of work will be 9am to 5.30pm, Monday to Friday. However, responses to emergency callouts will be required and it will be necessary to schedule, and be in attendance for, some planned maintenance/repairs when the building is closed to the public. Time in lieu will be given for any work done outside your normal hours. Payment of Salary Monthly Bank Transfer on the 20 th of each month. Annual Leave Leave allowance is 25 days per annum plus bank and public holidays. Pension Arrangements The Forum Trust will make a contribution of up to 5% of salary matched by an employee contribution, once the probation period has been successfully completed. Probation There is a three-month probationary period for all new starters. Equal Opportunities Policy We are committed to equal opportunity in employment and recruitment. Applications are considered on the basis of their suitability for the post regardless of sex, race, ethnic origin, disability, age, marital status, domestic responsibilities, sexual orientation or religious affiliation. Suitability will be assessed on the basis of factual information provided by candidates. Give as much information as possible, including information about experience gained outside employment and any other factors or circumstances which you would like to be taken into account.

10 THE APPLICATION PROCESS If you would like to apply for this position please forward either a completed application form or your CV both with a covering letter explaining why you feel you are a suitable candidate to our HR services provider, quoting reference TFTR&S100: HR Team [Ref:TFTR&S100] Flagship Group Keswick Hall Keswick Norwich NR4 6TJ Application Forms can be obtained from: To discuss this role in more detail, please contact: Steve Falvey Head of Property & Facilities The Forum Trust Limited The Forum, Millennium Plain, Norwich, NR2 1TF T (direct): T (office): CLOSING DATE FOR APPLICATIONS: 9 th November Interviews will be held at The Forum on Tuesday 24 th November References will only be taken up after interview. The successful candidate will be subject to an enhanced DBS check. All necessary training will be provided as will any uniform and PPE.

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