Senior Facilities Manager

Overview

Location:

Canary Wharf, LondonReports to:

Head of Programme Management and Operational ServicesGrade:

BJob purpose

This role owns the office and facilities services to support the GPhC’s day-to-day operations. The job holder owns the contract and service management for our facilities and health and safety contracts, including managing negotiations and service level agreements to ensure consistent contract and service delivery. This also includes the relationship management with key suppliers, including the landlord and their agents, and internal stakeholders, providing a consistent touch point for all facilities and health and safety matters for the GPhC. The role also keeps abreast of industry trends and best practice in facilities, health and safety, contract and service management.The role owns and manages the GPhC’s health and safety strategy including day-to-day management of health and safety matters in the office and for those working remotely, including field-based workers such as the inspectors.This role owns the facilities budget planning, tracking and verifying all supplier orders and invoices for operational services, as well as all managing internal budget planning for these services. The job holder will also work closely with the procurement team and engage them on any planned tender opportunities or contract management escalations.Main accountabilities

Own the GPhC’s office and facilities operations, leading the facilities team providing direction, management and guidance to ensure the delivery of a cost effective and high-quality facilities service.Own and manage the health and safety strategy to ensure that the GPhC is a safe place to work and that it meets all regulatory requirements, including developing and implementing emergency action plans, disaster recovery, business continuity, other related procedures and by Chairing the Health and Safety Committee.Be accountable for maintaining the contractual relationship with all (circa 55) facilities and health and safety suppliers ensuring contract changes and renewals are formally tracked, documented and agreed in compliance with UK legislation and GPhC financial and procurement policies.Ensure suppliers deliver and report to expectations and adhere to agreements and address service and portfolio risks. Produce regular performance analysis and present these reports to business stakeholders up to and including Chief Officers. Use the analysis to identify and manage service improvement plans where targets are persistently missed.Work with procurement to identify, assess, and prioritise risks associated with facilities and health and safety suppliers, including financial, operational, reputational, and compliance risks. Conduct thorough due diligence on new and existing suppliers to evaluate their risk profile.Own and manage facilities budget (Circa £0.6 million) ensuring costs added and removed by projects or increased demand for services are accurately reflected. Track actual incurred costs against the budgeted costs and raise variances with suppliers seeking credit notes where due. Ensure contracted service credit payments for missed service targets are applied and paid by suppliers.Provide management and communication of service outages working with external and internal suppliers to agree resolution and communication actions. Post resolution, drive the root cause analysis for major incidents to ensure lessons are learned and any proposed improvements are followed through via an agreed action plan.Collaborate with internal stakeholders to understand facilities requirements and align with supplier services. Be the primary point of contact for key business stakeholders and ensure that business expectations of facilities are clearly understood, documented and that the limitation of any service is correctly understood.The knowledge and skills required for this role may change according to the needs of the GPhC and you will be required to perform any other reasonable duties as may be assigned from time to time.Interview Date:

Week commencing 13 October ..... full job details .....