The individual in this role will act as the deputy for the Head of Facilities Management in their absence, overseeing all non-security related Soft FM Services. They will ensure these services are efficient, effective, high-quality, and cost-effective. Responsibilities include managing a range of in-house and outsourced services such as Portering, Environmental Services (Cleaning, Waste Management, Window Cleaning), Pest Control, Catering, Customer Service (Reception), Grounds Maintenance, and Service Desk operations. The role also involves day-to-day operations, contract management, and supervision of a team of Assistant Facilities Managers.
Main Responsibilities
Management
- Oversee the Facilities Services and Premises teams, providing leadership and support to achieve Key Performance Indicators and other objectives.
- Conduct performance appraisals and regular one-on-one meetings with direct reports, setting objectives and evaluating team performance.
- Hold regular team meetings to foster team building, share information, review service performance, and discuss innovation and strategy.
- Ensure efficient staff deployment, develop and manage resource plans, and handle performance, absence, and disciplinary processes in line with University policies.
- Ensure staff are adequately trained, equipped, and attired, promoting best practices and compliance with Health and Safety legislation.
Contract Management
- Support the Head of Facilities Management in the operational management of contracts, including Catering, Cleaning, Feminine Hygiene, Waste Management, Pest Control, and Landscaping.
- Assist in regular contract meetings to discuss progress, performance, stakeholder feedback, resources, and areas for improvement.
- Conduct regular quality audits to support Key Performance Indicators and customer satisfaction.
- Provide monthly management reports to objectively assess contractual performance.
- Collaborate with Procurement, PAF Managers, and key stakeholders to procure and mobilize high-quality, cost-effective facilities services contracts.
Health & Safety Compliance
- Ensure compliance with all Health and Safety legislation relevant to operational areas.
- Conduct risk assessments and spot checks of PaF contractors and staff to ensure compliance with Health and Safety legislation and University policies.
- Maintain thorough knowledge of fire safety and evacuation procedures, assisting with evacuations, drills, inspections, and other safety-related tasks.
Capital Projects Support
- Lead the Facilities and Premises Teams in identifying opportunities for improvement, producing innovative solutions to meet customer requirements, and discussing them with the PaF Senior Management Team.
- Support projects and premises with the delivery of decants, moves, and post-occupancy satisfaction.
- Assist the Head of Facilities Management with the occupation and operation of new or refurbished premises, ensuring they function safely and effectively.
Long-Term Maintenance Programme
- Collaborate with the Head of Facilities Management to develop a long-term maintenance schedule, for approval by the Head of Infrastructure and the Director of PaF.
Financial Management
- Assist the Head of Facilities Management in managing the unit budget to ensure policies and procedures are followed, and the budget is met.
- Oversee the financial performance of designated services contracts.
- Manage assigned budgets in accordance with University financial regulations.
Duties
- Maintain a detailed understanding of building usage and user activities to provide appropriate support.
- Establish working relationships with key stakeholders, acting as the main contact for designated teams or services.
- Assist the Head of Facilities Management in ensuring landlord compliance, including obtaining documentation for emergency procedures and conducting regular tests/drills.
- Escalate any instances of non-compliance, sub-standard performance, or recurring issues to the Head of Facilities Management and help drive resolution.
- Aid in the development, review, and monitoring of performance metrics and Facilities Management key performance indicators, including the preparation of monthly management information reports.
- Investigate and resolve customer problems and complaints.
- Collaborate with other PAF departments to maintain agreed standards of presentation and safe working environments.
- Conduct regular building inspections to monitor team or contract performance and report any issues to the PaF Service Desk.
- Lead and support event activities as required.
Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.
Candidates must be eligible to live and work in the UK.
For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.
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