NSPCC Job Description. To provide high quality facilities management to a designated Division / Region of the NSPCC.

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1 NSPCC Job Description JOB TITLE: FUNCTION: DEPARTMENT: Area Facilities Manager Corporate Services Project and Building Services and Facilities DATE: May 2014 JOB PURPOSE To provide high quality facilities management to a designated Division / Region of the NSPCC. To be the first point of contact for stakeholders in the Division and responsible for the delivery of the Facilities service, in consultation with the Projects and Building Services Managers. To support the Property Department in the delivery of the new strategic programme for capital works, including assisting in the acquisition, disposal, refurbishment and maintenance of defined sites in accordance with the NSPCC s overall strategy and agreed procedures. To take responsibility for ensuring that facilities management policies, procedures and controls are adhered to throughout the Divisions and buildings are maintained in an environmentally efficient and sustainable manner. To act as Health/Safety contact for the Division. Monitoring, regularly reviewing and ensuring staff within the Division comply with all relevant statutory legislation in the conduct of their business, specifically the requirements of the Health and Safety at Work Act 1974, associated regulations and the NSPCC Health/Safety policy. To support Officer Managers in managing and monitoring all facilities service contracts for Divisional properties, ensuring compliance with Procurement policies and procedures. KEY OUTPUTS Effective delivery of a facilities service in the Division offering safe and healthy working conditions. Establish a sound control system for monitoring the implementation of Facilities related policies and procedures across the Divisions. Adherence to statute in areas such as Health and Safety, Building Regulations and risk management. Offer confidence amongst stakeholders that the facilities needs of the Division will be delivered. Facilities management of functional projects. LINE MANAGEMENT: Position reports to Senior Area Facilities Manager.

2 In some regions, the post holder will manage the Receptionist & Building Administrator. In other locations occasional supervision of administrative staff may be required. KEY RELATIONSHIPS Internal Internal: Head of Property, Senior Area Facilities Manager, Property Surveyor, Procurement Manager, In-House Lawyers, Risk Adviser, Health/Safety Adviser, Head of Finance, Finance Managers, Divisional Directors, Assistant Directors, IS and Voice personnel, Site and Office Managers, Facilities Team, Head of Community Appeals, Community Appeals Managers, Communication Managers, Senior Manager, Internal Auditors and Heads of Departments. External External: Property Helpdesk, Capita, Representatives of Local Enforcing Authorities, Health and Safety Trainers/Specialists, property agents, landlords, building contractors, building surveyors, insurance advisers, suppliers of goods/services and any other bodies as required. MAIN DUTIES AND RESPONSIBILITIES 1. Compliance 1.1 To ensure compliance with NSPCC property standards and all related F&A policies and procedures. 1.2 To contribute to the development of national Admin and Building Facilities procedures, in conjunction with the specialist staff in Property/Risk Management/ Health and Safety. 1.3 To implement new procedures throughout the Divisions, ensuring the resulting system of compliance and best practice meets the requirements of NSPCC policies and standards. To ensure concerns regarding procedures are fed back to the Senior Area Facilities Manager and Head of Property. 1.4 To ensure Divisional compliance with the Data Protection Act relating to the working environment. 1.5 Liaise with Project and Building Services Manager to ensure properties comply with Society and Divisional standards in respect of access and facilities for persons with a disability and appropriate locations and Facilities for minority groups. To manage DDA schemes within defined sites ensuring that the works meet current legislation. 2. Property and Facilities Management 2.1 To ensure that properties within the Division comply with statutory requirements relating to their use and that, where necessary, the terms of leasing agreements or rental agreements are met.

3 2.2 To liaise with externally sourced Property Helpdesk re; reactive maintenance and minor works. 2.3 To support minor works schemes, ensuring the timely completion from the planning stage to the successful handover of schemes. To clarify customer need ensuring that proposed schemes meet the requirements of the organisation and fit within capital financial parameters. Where applicable, to outline the scope of minor works and forward to the Project and Property Manager. Where applicable, and in conjunction with the Project and Property Manager, compile and issue Permits to Work to Contractors ensuring that Permit detail is appropriate to the task, and that all risks are notified and are manageable whilst the Contractor works on site. To identify and sign off minor changes to plans/instruction whilst scheme is underway. To monitor appointed external Surveyors re; capital and minor work schemes. To monitor contractors and ensure the needs of the Service/Team are met within a particular job/scheme. 2.4 To prepare and assist in developing feasibility schemes, space audits, relocations, planned maintenance programmes. 2.5 To prepare, manage and report on the property related budgets relating to capital, maintenance and minor works, ensuring completion of monthly accruals. To authorise expenditure within agreed limits set by the Projects and Building Services Manager and liaising with external contractors to ensure the effective running of the outsourced Helpdesk. 2.6 Provide local knowledge and communicate local needs to the Property function to enable priorities to be reviewed centrally and if appropriate new initiatives to be proposed and delivered. 2.7 Liaise with IT Department and Capita to ensure the effective provision of telecom and cabling equipment to new and existing sites where required. 2.8 Ensure learning is shared and property strategy is delivered and maintained. 2.9 Promote best practice and inform strategic decisions about property management. 3. Health and Safety Management 3.1 Be the first point of contact for the provision of local advice and guidance on Health and Safety issues within the Division in accordance with the Society's Health and Safety Policy in conjunction with the Health/Safety Adviser. 3.2 Ensure Health and Safety compliance across the Division and to take follow-up action with appropriate Manager/Head of Department as appropriate. 3.3 Be instrumental in the formulation of new policies and procedures. 3.4 Disseminate information on Health and Safety issues to Managers and those

4 responsible for Health and Safety within the Division. 3.5 Ensure that annual Health and Safety inspections/audits and risk assessments are completed on all premises and that follow up action is taken where necessary. 3.6 Undertake risk assessments for individuals, including initial referrals, advising managers and progressing as necessary. 3.7 Ensure that Electrical testing (portable and fixed) is completed as required by the current legislation. 4. Procurement and Resource Management 4.1 To ensure that purchases of equipment, materials and services in relation to facilities management and building works are made in accordance with the Society s procurement policies and procedures and in conjunction with the Procurement department. 4.2 To be responsible for monitoring contracts/purchases of goods and services relating to property services which are procured via NSPCC agreed purchasing policies, and reporting non-compliance to the Procurement Manager at Weston House. 5. Risk Management 5.1To be the first point of contact for any risk or insurances queries, ensuring that NSPCC s assets are safeguarded. 5.2In conjunction with specialist staff in F&CS Weston House to liaise with Society Insurance Brokers in relation to insurance matters and claims in the Division. 5.3 To ensure that Society Assets in the Division are safeguarded and inventories are regularly reviewed and updated for insurance purposes. 5.4 Advise Divisional staff and volunteers on risks and associated insurance requirements in relation to fundraising events, referring more complex technical insurance queries to the Risk Adviser or Insurance Broker and then communicating the advice to Divisional staff. 6. Information Technology 6.1 To liaise with Capita and place orders on behalf of customer. 6.2 To work with specialist IS managers in all functions in the development and implementation of effective communication and information systems. 7. Staff Management 7.1 Where applicable recruiting and managing administrative staff, ensuring individuals have the skills and knowledge to carry out all duties within their job description. 7.2 Setting objectives and managing the performance of staff through regular meetings and Performance Development Reviews, if applicable

5 7.3 Ensuring adequate staff resources are available to meet operational needs and delegating work as appropriate. 7.4 Providing occasional supervision to administrative staff. 7.5 Inducting staff at all levels of the organisation in relation to facilities management.

6 PERSON SPECIFICATION Area Facilities Manager Skills and Abilities: 1. Professionally qualified in Facilities Management or equivalent, with experience in building management. Membership of the British Institute of Facilities Management (BIFM) or equivalent. 2. Experience at senior level in a diverse organisation, previously taking a key role in setting up services/functions in new locations and dealing with ongoing issues such as maintenance, utilities and the management of risks. 3. Experience and proven ability of managing projects and building related schemes with the ability to understand customer needs and to be able to translate these into compliant and cost effective projects. 4. Advanced numeracy and budget management skills with experience in the preparation and control of budgets in a wide range of building works, contracts and services. Also experience in purchasing goods and contracted services and the achievement of value for money. 5. Proven knowledge and application in the Health and Safety at Work Act, including undertaking risk assessments and audits. Also, willingness to train and gain qualifications within the field of Health and Safety and Facilities Management. 6. Experience in the setting up of monitoring systems with the ability to collect data and analyse statistics, collate feedback from customers and provide management information on a range of issues. 7. Strong attention to detail and the ability to support adherence to competencies and facility standards. 8. Experience of managing and motivating staff preferably with staff based in different offices and from other organisations. 9. Excellent organisational skills combined with an ability to prioritise work effectively with a high workload and multiple deadlines. 10.Ability to communicate, negotiate and influence staff effectively at all levels within the organisation. Able to utilise excellent communication skills when dealing with members of the public and other professionals 11.Proactive approach and skill in creative problem solving. 12.Experience of using IT systems which enable effective and efficient communications and management information, including a working knowledge of Excel, Word and Outlook.