Workplace Services Manager

PURPOSE OF ROLE:

Reporting to the Senior Manager – Operational Resilience, this role will own the development and provision of the strategy for workplace services to ensure an business wide. The role holder will be responsible for the setting of our workspace culture, and its subsequent delivery through managing relationships with our external providers, providing leadership of the workplace services team and operational direction to 3rd party team members, recognising our new ways of working.

The role will encompass responsibility for all office locations and associated support including but not limited to premises maintenance, building security, utilities, health & safety and document management, including the management of associated vendors and contracts.

KEY RESPONSIBLITIES:

• Definition and implementation of ii’s premises culture delivering modern and engaging working practices, producing and delivering a forward looking strategy covering ii’s premises that supports the overarching business strategy and objectives

• Responsible for the management of workplace services vendors including cleaning, security, utilities, couriers, archive and postal services

• Responsible for Incident Management for issues affecting site availability and corresponding stakeholder communication

• Implementation and maintenance of all Interactive Investor Estate & Asset information i.e. insurance cover, property details, CAD drawings, lease information, rent details etc.

• Reducing property liabilities, working with third party advisors as needed

• Management and development of the workplace services team

• Develop and maintain strong relationships with key stakeholders to ensure business functions get the most out of our space and features

• Managing all relevant contract reviews, overall performance and suitability, ensuring all outsourced services consistently deliver targets and comply with agreed SLA’s

• Responsible for initial problem/project diagnosis and developing resolution with the most appropriate partner based on severity and complexity

• Adhere to workplace standards for all teams ensuring H&S regimes are complied with along with all other standards and policies

• As subject matter expert, provide consultative support to the leadership team, guiding and advising on how to make the best use of space and services across ii locations, and health, safety and environmental issues affecting the business

• Take ownership of best practice to ensure offices as managed in a sustainable manner, supporting organization sustainability targets

• Ownership of fire marshal and first aid teams, training and rehearsals

• Own the planning and delivery of all Management of small to medium sized workplace-based projects including associated budgets from small works to capital projects

• Maintain the first line of compliance defense by ensuring team adherence to business processes and procedures that are designed to meet the regulatory standards set out in the relevant FCA rules and guidance

• Maintain the first line of defense by operating risk controls assigned to the individual

• Ensure that roles that they are responsible for are performed by individuals with the appropriate knowledge, skills and expertise and that competence is maintained and assessed.

• Budgetary controls in line with cost centre oversight

Requirements

SKILLS & EXPERIENCE REQUIRED:

Essential Requirements:

• Minimum 5 years’ experience of Facilities Management at Managerial Level

• Proven experience with managing departmental budgets

• Proven and working knowledge of all relevant regulatory standards and regimes applicable

• Relevant Subject Matter expert on industry practices

• Proven knowledge and ability to manage contracts and outsourced services effectively

• Proven experience with managing departmental budgets

• Proven and working knowledge of all relevant regulatory standards and regimes applicable

• Qualified to IOSH Managing Safely or equivalent

• Member grade of the Institute of Workplace and Facilities Management

Desirable Requirements:

• Prince2 Practitioner or equivalent

• Successfully completed IEMA Foundation Certificate in environmental Management or equivalent

PERSONAL ATTRIBUTES:

STRAIGHT TALKING | MOVING WITH SPEED | OWNING THE OUTCOME

The successful candidate will be able to demonstrate the following personal attributes through their application and at interview.

• Strong analytical skills and knowledge to produce persuasive business cases and to understand and use appropriate measures to demonstrate results.

• Ability to problem solve and work independently in a changing and multitasking environment with numerous deadlines

• Excellent written and verbal communicator with the ability to build relationships across the business including executive level

• Ability to work under pressure, with the ability to prioritise, managing multiple items and stakeholders at the same time to tight timeframes whilst remaining calm in sometimes challenging situations

• Highly organised, and self-directed with the ability to work collaboratively with immediate team and wider business.

• Proven and demonstrated ability to think and act strategically, be innovative, create a vision for the future while delivering on business needs

• Ability to work under pressure, implementing change at pace

Last updated on Mar 14, 2024