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Vacancy: Facilities and Contracts Manager

27 July 2017

Job Purpose: To provide operational supplier performance management for a portfolio of allocated contracts, with dedicated responsibility for the maintenance and services of work facilities, to ensure that they meet the needs of the organisation and its employees;

To support the Director of Estates in carrying out his responsibilities and deputise for him in his absence.

Key Responsibilities
· Ensure tendered provision is delivered to the required standards, and within budget, whilst maximizing client satisfaction.
· Manage Estates related budgets ensuring spending is within budget and achieves cost effectiveness
· Calculate and compare costs for required goods or services to achieve maximum value for money
· Compile such reports as are requested to demonstrate performance against tendered provision and allocated budget.
· Ensure incoming invoices for payment are checked and signed off to release payment, identifying any variations
· Ensure that facilities meet government regulations, environmental, and Health and Safety standards
· Set agreed operational processes for sub contracted provision standards throughout all College sites
· Plan and manage the Maintenance function within the College, providing a proactive service to both internal and external customers, highlighting life cycling and asset replacement requirements
· Manage reactive maintenance in line with the service level agreements in place
· Implement the necessary actions of internal / external audits to ensure legal and organizational compliance
· Provide effective and timely liaison and communication with internal and external clients and stakeholders
· Lead, coordinate and supervise multi-disciplinary teams when required across college, including recruitment, appraisal and development of team members.
· Support the Director of Estates by contributing to the development of the College’s strategic plan for its estate
· Produce action plans to fulfill the required developments in line with the College’s Estates strategy and business objectives
· Represent the College, and where required deputise for the Director of Estates, at internal and external client meetings, acting as a key point of contact
· Develop, build and strengthen client relationships with designated College contractors
· Participate in bid evaluation activities and processes including the preparation of documentation to put out to tender for contractors
· Analyze bids and proposals in order to contribute to the selection process and designated appointments of subcontractors
· Provide contract guidance to Colleagues and Senior Managers to help inform decision making and understanding of the terms and conditions of appointments
· Check that agreed work by employees or contractors has been completed satisfactorily and follow up on deficiencies
· Monitor and demonstrate achievement of agreed service levels and lead on improvements · Identify and manage commercial /operational risks
· Deputise in the absence of the Director of Estates and other colleagues.
· Carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the job.
· Be Involved in and contribute to the implementation of the College’s Business Continuity Plan and emergency response process and protocol.
· Be available for out of hours contact and call out when required.
· Maintain a flexible approach to working to accommodate organisational needs

Competencies
• Be able to demonstrate a high degree of commercial awareness and be an effective manager of budgets
• Be an effective and confident communicator with experience of negotiating contracts
• Be able to lead people and projects
• Be able to build collaborative working relationships
• Be able to analyse and problem solve with teams
• Be able to multi-task and manage conflicting demands and priorities to tight timescales
• Be able to manage change programmes
• Be able to apply sound judgement and decision making skills
• Be confident in the use of office IT systems and programs especially word processing and spreadsheet programs; including specific facilities management and or building development software
• Have experience of both hard and soft services

Knowledge
• Latest developments in Estates and Facilities practice
• Knowledge of Commercial/Educational Estates and Facilities
• Current and pending legislation

Qualifications
• Relevant Level 5 professional qualification –BIFM / Building / Construction related
• Track record of CPD – to include: First line supervisory management, Health and Safety, Financial management, IT – integrated software usage and implementation.
• Leadership/management qualification at level 4 or above or willing to work towards
• Level 2 Maths
• Level 2 English


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