Facilities Manager

Reports to: Prince’s Foundation Deputy Executive Director and Royal Drawing School Director of Operations (HR line management)

Salary: £38,000 -£40,000

Contract: Permanent, full time

Location: Charlotte Road – EC2A 3SG London 

Job Purpose

To provide a consistently excellent, and cost-effective facilities management service to the staff, students and visitors of the charities which occupy the Charlotte Road building, a 20,000 square feet, 5 storey converted warehouse in the heart of Shoreditch.

To provide a safe working and studying environment in Charlotte Road, and other of the charities venues as required.

Provide robust IT infrastructure and effective support, as part of the requirements of the charities’ individual IT strategies, and including any shared services.


Key Outcomes

The functioning of the Charlotte Road building as a welcoming, well-maintained, attractive, safe and efficient place in which to work and study.

Delivery of a consistently excellent facilities management service within the context of a budget that is appropriate for the nature of the Charlotte Road building, and the charities’ requirements.  

The implementation of the highest standards of good health and safety practice in meeting all regulatory and operational requirements.

Robust IT infrastructure and effective IT support as required by the charities’ individual IT strategies, and including any shared services.


Principal Tasks

Procure, manage and coordinate all facilities-related supply contracts and agreements necessary for the effective operation of the Charlotte Road building and other venues as required by the charities; these will include (but are not limited to) cleaning, routine maintenance, IT, utilities, telephones and printers, refuse collection, rates, security, health and safety, insurance and emergency repairs.

Implement a comprehensive and effective, risk-based health and safety regime in accordance with all relevant legislation, and commonly accepted good practice, at Charlotte Road and other of the charities’ venues as required.

Take responsibility for ensuring the security of the Charlotte Road building, and other venues as required by the charities.

Ensure that there are systems, procedures and contracts in place to respond effectively to failures of fabric and equipment, utility supplies and other emergencies affecting the orderly operation of the Charlotte Road building and other of the charities’ venues as required.

Design and implement an effective, costed and responsive long-term plan for maintenance, upgrade and renewal that will protect the value of the Charlotte Road building as an important asset to the charities.

Maintain an informed overview of the charities’ individual IT strategies, and ensure that these are supported by the IT Manager and any third party IT contractor under his/her direct authority as required.

Oversee the provision of a consistently excellent, welcoming and professional reception at the Charlotte Road building.

Oversee the coordination and implementation of one-off projects that relate to the change of use and occupation of the Charlotte Road building.

Provide effective line management of the Facilities team and IT Manager.

Take ownership of all budgets necessary falling within the remit of this job description; ensure that these are provided to the charities in a timely way for their approval.

Monitor financial expenditure against approved budgets, advising the charities of any areas of possible overspend in a timely way.

Review and recommend sufficient and cost-effective insurances for the Charlotte Road building, and other insurances as may be required by the individual charities.

Oversee the preparation of the gallery and associated services at the Charlotte Road building, required for internal and public events, including the implementation of a system for managing gallery and meeting room bookings.

Maintain a close and informed view of all rules, regulations and current best practice, relevant to the delivery of an effective facilities management service.

Act as first point of contact for all out-of-hours incidents.

Assist the charities in any other manner consistent with the scope of this job description and as a senior member of staff.


Person Specification

Essential

·       Demonstrable experience in facilities management, including contract management, tendering, business development, continuity planning

·       A proven track record of leading a support services team

·       Excellent people management skills and role model for the team in championing customer service

·       Experience of budget management and cost control

·       Excellent interpersonal skills with proven ability to work collaboratively

·       Excellent communication and influencing skills, in person and in writing

·       Positive, ‘can do’ attitude and ability to support and motivate others where needed

·       Ability to see the big picture, but with an eye for detail

·       Ability to make quick and effective decisions

·       Able to find pragmatic solutions, seek improvements, and adapt to

changing situations

·       Able to present information, verbally and in writing, in a clear and

concise manner, with excellent attention to detail

·       Ability to multi-task and work in a fast-paced environment

·       Excellent organisation, time management, prioritising and the ability to handle a complex, varied workload

·       Qualification in first aid

·       IOSH Managing Health & Safety

·       Managing Fire Safety

·       A good knowledge of IT packages

 

Desirable

·       Demonstrable up-to-date knowledge of H&S and disability/access legislation, and the ability to apply these pragmatically through appropriate policies and procedures

·       Able to influence senior decision makers

·       Able to present complex information in a simple, clear and concise manner

·       Experience of office and further education settings

 


Application deadline: Monday 2nd August (12 midnight)

To apply, please complete this online application form

We would be grateful if you could also complete our Equality, Diversity and Inclusion monitoring form

 

Candidates will be contacted directly and invited for interview. Unfortunately, due to the high volume of applications, we are unable to respond to candidates who have not reached the interview stage.