Job Description

1. Post:

1.1 Post: Facilities Manager

1.2 Service Area: Business Support

1.3 Line Manager: Head of Facilities

1.4 Responsible For: Assisting and deputising for the Head of Facilities in relation to contract management of facilities, hired premises, City Lit Café, reprographic services, classroom management and facilities improvement projects.

1.5 Location: 1-10 Keeley Street, Covent Garden, London, WC2B 4BAThe post holder may be required to work at other locations.

1.7 Salary: £35 – 37k per annum (dependant on experience).

1.8 Hours of work: 35 hours per week. Some evening and weekend work may be required.

2. Main purpose of the Job

Working with the Head of Facilities, the Facilities Manager will work to ensure a safe, secure and high quality learning and business environment, and to deliver the highest level of service in the areas of contract management and building improvement projects, office moves and management including (but not limited to) the following areas:

Catering Facilities and building maintenance Cleaning/ portering Security Utilities (including energy and waste) management Health & Safety Space management Office management Major & minor refurbishment Furniture management Storage management Reprographic services Insurance

Off site premises

3. Main Activities and Responsibilities

Facilities contract management3.1. As directed provide support on all aspects of day to day contract

management to ensure that problems are resolved promptly.3.2. Assist to ensure facilities contractors adheres to their contractual

obligations and tender bid promises.3.3. Undertake daily checks of the facilities ensuring that issues are raised

with the FM contractor on a timely basis and report issues to the relevant internal departments.

3.4. Work in collaboration with the Student Experience Manager, ensuring that the building facilities enhance the student experience.

3.5. Assist in management of the Café contract, ensuring that contractual obligations are adhered to, ensuring that problems are resolved promptly.

Health & Safety3.6. Support the Head of Facilities to ensure that the college meets and

exceeds all required H&S standards and carry out H&S inspections and audits as required.

3.7. Assist in the implementation of recommendations from health & safety inspections.

3.8. Undertake fire officer responsibilities, ensuring that the FM company meets its contractual obligations in servicing and testing of the alarm and firefighting equipment.

3.9. Assist in ensuring all staff joining the college are appropriately inducted on relevant Health & Safety policies. Work with managers to promote a positive health & safety culture.

3.10. Undertake workstation assessments and acted on findings working within the H&S budget.

3.11. Attend and contribute to the college’s Health & Safety Committee.

Planned maintenance and cleaning3.12. Assist in the preparation and implementation of efficient and effective

planned maintenance and cleaning programmes, including a rolling plan for refurbishment and decoration of the collegess buildings.

3.13. Assist in monitoring contractor performance; cost of service; quality and compliance with the service level agreements and customer satisfaction measures. Taking appropriate remedial action as necessary.

Classroom and office furniture management3.14. Assist in the development and implementation of a furniture

replacement plan.3.15. Undertake at least a twice termly furniture audit.

Office management3.16. Assist in the co-ordination of any inernal office moves and ensure that

office facilities are maintained to a high standard.

3.17. Assist in the management of the college’s limited storage facilities.

Procurement3.18. Assist in the procurement of building projects and other services.3.19. Establish and maintain a contracts register.3.20. Establish and maintain a preferred supplier list.

Reprographics service3.21. To assist in the management of the reprographics services as directed

by the Head of Facilities.3.22.

Hired and leased premises3.23. To assist in the management of hired and leased premises, including

negotiating hire agreement and lease renewals, and resolving any issues that arise.

Insurance3.24. Assist in any contact with the insurance company, including

completion of annual renewal questionnaires and tendering of the service as required.

Budget management3.25. Assist in the management the premises budget, including any capital

projects they are responsible for.

Business continuity and disaster recovery3.26. Assist in the maintenance and testing of business continuity and crisis

management plans.

Other3.27. To be an active member of the Duty Management team and to work

with other Duty Managers to identify key themes and trends3.28. Represent the area both within City Lit and externally as appropriate

to the post.3.29. Attend relevant training events and meetings as required.3.30. Promote equality and diversity, health and safety, safeguarding,

quality and an outstanding student experience.3.31. Promote our mission, vision, strategic objectives, values and our

published management standards.3.32. Promote the best interests of City Lit, working in accordance with and

promoting all appropriate policies and procedures.3.33. Any other duties as appropriate to the post.

4. Selection CriteriaYour application should address each selection criterion, which relate to our standards for managers and offer evidence in your application how you meet our key requirements for that criterion (the bullet points below each criterion).

4.1 You have relevant qualifications Educated to degree level standard

A willingness and desire to undertake further training in this area with a view to achieving a NEBOSH certificate (National General Certificate in Occupational

4.2 You have relevant experience You can demonstrate a steady progression of employment

where you took on challenging assignments and escalated responsibility.

You have good project management skills and a track record of successful project delivery

You have contract/service delivery management experience including undertaking work station assessments.

You have experience and interest in a facilities management You have an appreciation of Health and Safety and Fire

legislation Health and Safety)

4.3 You can improve quality You have a commitment to and knowledge of customer care

issues You have a track record of delivering substantial change across

a large organisation. You have a commitment to and knowledge of equality and

diversity issues

4.4 You can communicate and influence You can communicate and influence people across an

organisation to achieve defined goals and objectives. You understand and can explain and present complex technical

ideas to both technical and non-technical audiences at all levels in a persuasive and convincing manner.

4.5 You can plan and manage resources You have a track record of successful budget and contract and

project management skills. You can use a flexible approach to resource management

matching resource supply to demand.4.6 You can use evidence and data to make decisions

You understand the government’s funding agenda and the changing environment and its particular impact on the organisation.