Facilities Controller Job Description

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2 Job Title: Employer: Location: Responsible to: Responsible for: Facilities Controller Torus 62 Ltd St Helens and Warrington Compliance & Assurance Manager (Facilities and Energy) Operation and coordination of facilities and building services PURPOSE OF THE POST: As a key member of the Torus Compliance Team, the Facilities Controller will work in close liaison with the Compliance and Assurance Manager (Facilities and Energy) to ensure our facilities operate in an effective and efficient manner and our service obligations remain compliant with all statutory, regulatory and corporate standards. The role holder will focus on operational control, communication and coordination of servicing and maintenance programmes. They will have a sound knowledge of construction legislation, contract management and experience of running different types of facilities and building maintenance activities within a systematic framework. The role holder will understand the health and safety requirements for offices, commercial premises, multiple-occupancy sites and communal areas. They will support the business unit, take a lead role in the procurement of new services, and have the determination to secure gains and efficiencies during the procurement process and beyond. The role holder will control and coordinate the operational running of our facilities in a proactive and effective manner. They will need to work collaboratively and in partnership with other members of the team to deliver a seamless service to customers and clients. The role holder will work to improve our existing processes and will support the compliance management team in the effective, meaningful and timely reporting of audit results against standards. This is an essential requirement for this role. KEY RESPONSIBILITIES: 1. Operational Services 1.1 To proactively work with the Compliance Team to provide an efficient and coordinated workflow that provides full assurance of compliance with all local service standards, relevant Page 2 of 5

3 regulations and legislation that ensure the protection of the Torus services and reputation through the completion of quality audits 1.2 To ensure that Torus remains compliant with all local service standards, relevant legislation and regulations by working closely with members of the wider Compliance Team, communicating to all stakeholders and coordinating the delivery of servicing and maintenance activities 1.3 To identify and implement processes that ensure the most cost-effective and efficient ways of working, including the management of quality control systems and supply chain innovations 1.4 To take a lead role in the operational management and delivery of particular facilities services across Torus sites including, but not limited to: Fire safety inspections and completion of remedial actions Cleaning contracts delivery and performance management Office space planning, alterations and communication Office decoration, furnishings and furniture Energy and utility services management CCTV - management of policy, data recording and storage Car parking arrangements and management Building security and alarm systems Office response repairs and faults ordering Office access control / door entry system management Out of hours point of contact for office security 1.5 To use intelligent building maintenance systems and energy data to identify opportunities for improved value for money, reduced waste, greater efficiency and improved in use experience for occupants and users of our facilities 1.6 To arrange and coordinate appropriate training for Premise Managers including carrying out inductions for new members of staff, contractors and visitors and to ensure that records are maintained and accurate reports are available 1.7 To monitor and report upon pre-planned and reactive service delivery against agreed standards, performance indicators and expectations 1.8 To take a lead role in complying with the Torus adverse weather policy, including communication, coordination of site resources and practical measures Page 3 of 5

4 1.9 To support the management of customer complaints including identification, recording of lessons learned, the recommendation of remedial action and the provision of training where required 1.10 To ensure the continuous improvement of services, regularly reviewing specifications, processes, productivity levels and quality controls to secure sufficient resources to make contracts feasible 1.11 To support the Asset Management Team in maintaining and developing the Torus Risk Matrix and risk management systems identifying and mitigating risks on a continual basis, including the production and management of key performance indicators and reports 1.12 To work in close liaison with and assistance of the Compliance and Assurance Manager (F&E) in undertaking any necessary conditions and requirements as stipulated 2. Compliance and Risk 2.1 To assist in the preparation of facilities management and energy related policies and ensure that written procedures are implemented and adhered to across all technical functions of the team 2.2 To ensure effective business continuity practices are in place, tested and updated 2.3 To ensure relevant financial policies and procedures are adhered to at all times 2.4 To deliver services within the corporate risk management framework to ensure that risks are effectively managed 3. Value for Money 3.1 To apply robust VFM, appraisal and reporting processes 3.2 To ensure that specific focus is given to achieving efficiencies across the Asset Management team through the development of best in class processes and systems 3.3 To develop procedures and software that drive efficiency and promotes effective performance management and monitoring of compliance requirements 3.4 To drive VFM in respect of our contractual relationships with contractors, consultants and all other departmental services Page 4 of 5

5 3.5 To ensure accountability for all budgets designated to the role taking full responsibility for budget monitoring and performance reporting 4. Health and Safety 4.1 To ensure that H&S policy and procedures are adhered to and embedded to deliver effective and safe services and operations 5. Equality and Diversity 5.1 To apply and embed fairness and equality in both the delivery and offer of all services, to ensure that all staff and customers are treated fairly to meet an individual s personal circumstances Page 5 of 5