Facilities Manager - 9 Month FTC

Purpose of the role:

•              Management of the soft services and oversight of hard services at multiple sites, including the main Fleet Street and Knightsbridge branches, to over 450 members of staff across 60,000sqft, which includes all aspects of H&S to ensure compliance is met.

•           Reporting directly into the General Manager and managing a team of four direct reports which includes one FM Coordinator and three Post Room team. Setting objectives and carrying out appraisals for the team, organising of rota and cover when needed. To be the main point of contact in the absence of the General Manager.

•           Managing all areas of H&S for the bank to ensure high standards and compliance are being met, in line with the bank H&S Policy and Statement. Arrangement of necessary staff training and DSE assessments, plus overseeing all H&S consultants. Carrying out risk assessments when needed and completion of any actions accordingly.

•           Managing the cleaning, waste, and pest control contract with includes 10 morning cleaners and two onsite day cleaners. Carrying out monthly meetings with the management team to include KPI and SLA reviewing. Audits throughout the site and organisation or periodic cleans and stock control.

•           Ensure all associated administration for the Facilities department are reviewed and updated when needed, to comply with current regulations and statute.

Role Responsibilities:

To be the main point of contact to the department and confident to deal with any issues from top to bottom of the company.

Operational day to day responsibility for the post room team, which includes management of the onsite archive vault areas and stationery stocking for staff and customers. Ensuring strong service levels are being monitored and maintained.

H&S Support to include:

-          Liaise with external suppliers to maintain compliant policies and procedures for workplace H&S, fire procedures and legislation throughout the bank.

-          Arrangement of necessary training for First Aiders, Fire Marshals etc, ensuring adequate amounts of all are trained at all times. Stock checks on first aid kits and other equipment such as defibrillators.

-          New joiner inductions to be carried out which includes information on evacuation procedures, assembly points and first aid requirements.

-          Secretary for the H&S Council that meet quarterly, arranging the meetings, producing agendas, updates on issues across the bank and completing minutes.

-          Organising quarterly fire evacuation drills and acting as fire marshal.

-          Arranging fire risk assessments when needed.

-          Work closely with onsite Maintenance team and Property & Projects Manager to ensure H&S checking such as Legionella, Asbestos and fire doors are constantly completed.

-          Managing the H&S consultant contract, arranging onsite days and ensuring the portal is updated to include info such as accidents and near misses.

-          Maintaining and updating document filing system in both electronic and hard copy form, rolling out any updates to senior team and staff.

-          Keep abreast of any H&S changes in legislation, such as Government updates on Covid19 and making the bank aware.

-          Ordering of necessary PPE when needed for all teams and staff.

-          Carrying out DSE assessments on staff when needed, advising on equipment and setup, ordering of necessary DSE items if necessary.

Project Management and Budget Control:

-          Management of various projects from start to finish, such as the office refurbishment for the new ways of hybrid working.

-          Knowledge of carrying out office moves and changes.

-          Liaising with specialist contracts such as designers and manufactures and delivering updates to stakeholders and team leaders.

-          Managing contractors when working onsite, ensuring permits to work and RAMS are complete and followed.

-          Budget control to ensure payment terms are met and kept within agreed costs

Forecasting costs within projects and updating the Finance department

General day-to-day FM administrative and duties, to include:

-          AutoCAD – updating floor plans i.e., spare desks, staff locations, fire safety, and maintenance data; creating plans for project works and loading floor plans on to the hub for staff to use.

-          Managing of department contractors that include cleaning, stationery, and customer stationery. Carrying out the procurement and tender award of services contracts when needed, maintaining monthly meetings to ensure resourcing and service levels are being maintained.

-          Issue and follow-up processes for contractors, H&S documentation, maintaining accurate records.

-          Process and issue function control sheets for onsite events, ensuring risk assessments and H&S controls are in place.

-          Assistance and support to the bank Partners, Management Team, General Counsel & Company Secretary, General Manager, and the Property & Projects Manager. Updating any issues to all levels

-          Monthly reporting of KPI’s against Facilities help desk reports – loading and closing of actions, chasing action owners on outstanding tasks.

-          Stock control of essential items such as bank books, customer stationery and staff stationery.

-          Updating of the department Hub page to include updates to all staff.

-          Replying to staff and managing expectations on various FM tasks that come into the department.

Requirements

Necessary experience or qualifications:

Essential:

·         Over 5 years working in Facilities Management with a passion for the industry

·         Extensive H&S experience – NEBOSH, DSE assessor knowledge

·         High attention to detail within a customer facing area

·         Confident when dealing with and presenting to of all areas of the business

·         Proactive and positive approach to work and multi-tasking

·         Good IT literacy using all Microsoft software

·         Budget management experience

·         Good team leader and communication at all levels

Desirable:

·         Experience with working within listed buildings

·         AutoCAD

·         Member of the IWFM

Benefits

• 28 DAYS OF HOLIDAY (Work Level 2)
• 20% PENSION (MARKET-LEADING)
• GROUP LIFE ASSURANCE
• GROUP INCOME PROTECTION
• SEASON TICKET LOANS
• PRIVATE MEDICAL INSURANCE
• SUBSIDISED STAFF DINING ROOM
• CHARITABLE DONATIONS/ GIVE AS YOU EARN
• EYE CARE
• FLEXIBLE BENEFITS
• ADDITIONAL ANNUAL LEAVE
• COMPUTER PRODUCTS
• CHARITY DAYS
• CRITICAL ILLNESS AND CRITICAL ILLNESS SPOUSE/PARTNER
• CYCLE TO WORK
• DENTAL INSURANCE
• PERSONAL ACCIDENT INSURANCE
• TRAVEL INSURANCE
• VEHICLE BREAKDOWN COVER
• GYM MEMBERSHIP/RETAIL DISCOUNTS
• WORKPLACE NURSERIES
• ELDERCARE SCHEME
• ELECTRIC VEHICLE SCHEME

Supporting Your Recruitment Experience

If you have a disability, health condition or are neuro-diverse and may benefit from some adjustments and support during the recruitment experience, then just ask – we don’t want our hiring process to be a barrier for you.

Finally, please note that no candidate will meet every single desired requirement. If your experience looks a little different from what we have identified and you think you can bring value to the role, we would love to hear more about you!

Last updated on Jun 19, 2024