Job title: Facilities Management Assisstant Band: 6 Location: Homebased Here at Serco, we deliver health assessments that help determine eligibility for benefits on behalf of the Department for Work and Pensions (DWP). Our extensive experience supporting complex case management services across the globe and experience of working with the DWP, enables us to impact a better future for all. Service users are treated with care and respect, and our colleagues thrive in a supportive culture. Key purpose Provide day-to-day remote facilities management (FM) to Citizen Services (CS) sites. Deliver commitments to agreed timescales and schedules, following department systems, processes and procedures, undertaking initial investigations into issues reported and implementing corrective/preventative measures. The post holder must be able to work without supervision to deliver effective facilities management. Structure and reporting relationship Reports to the Facilities Manager. This role has no direct reports. Key accountabilities Provide remote and, where required, onsite facilities management to all sites managed by the central CS Facilities Management team. Provide admin support to the facilities team, i.e obtaining and filing service certificates, servicing documents etc. Proactively follow up on tasks to ensure needs are met, i.e., ensuring a contractor arrives on site when scheduled, checking all tasks are completed by a contractor, that the correct compliance paperwork is received and the invoice is correct. Where relevant, ensure all necessary compliance documentation is obtained and correctly stored before arranging any works. Support Compliance and Health & Safety (H&S) Teams by ensuring office & facility compliance and legal obligations are met, i.e., arranging annual emergency light power down, PAT testing etc. and ensure relevant paperwork is obtained and correctly filed. Follow all relevant operating procedures, processes and procedures to work in a consistent way with the rest of the team, wider Serco and ensure compliance to Serco Management Systems (SMS). Key FM duties Proactively manage a schedule of maintenance and services, ensuring maintenance visits are arranged on time and follow up visits are correctly scheduled and associated paperwork obtained and filed. Investigate remedial works required and appoint appropriate contractor, ensuring they meet the necessary legal and SMS obligations, and that works are covered by a valid Purchase Order (PO). Ensure contractors adhere to company and regulatory compliance policies i.e., for plumbing/electrical repairs etc. Liaise with the appropriate contractor & onsite manager/staff to ensure works are completed on time and within PO budget. Be the first point of escalation for issues identified by onsite teams, responding within agreed timescales and handle issues through to resolution, managing all stakeholders, i.e., for broken access control, faulty plumbing/heating/lighting etc. Respond to and handle ad-hoc requests in a timely manner, i.e., removal of unwanted items, request for new services such as additional recycling facilities etc. Maintain FM inbox/Teams channels, log all requests correctly and follow up to ensure timely resolution. Ensure all compliance information is obtained and correctly filed before works commence (i.e., hot works permit, insurance certificates, RAMS etc.). Assist with site closures, openings and relocations. Also assist bid teams to provide guidance and indicative costs for FM services. Provide good customer service to internal customers. Purchase order (PO)/invoice process Own the end-to-end PO/invoice process to include: Preparing POs in a timely manner so as not to delay works, obtaining the necessary financial approval and escalating where required. Managing POs to ensure invoices do not exceed PO value. Handling POs and invoices to support orders, ensuring invoices are correctly checked against relevant PO and proactively managing any discrepancies. Ensure there is a valid PO or equivalent in place for all works and that all works have the necessary approvals Supplier management Proactively identify suppliers where a new need is identified and liaise with the Procurement team when required to ensure the suppliers are on the Preferred Supplier List (PSL) and/or meet Serco’s SMS requirements. Liaise with suppliers and Serco sites to ensure contractors and Serco onsite teams have all the necessary information to ensure works are completed, i.e., access information, start times, compliance information etc. Actively source best value from PSL and non PSL suppliers. Essential technical and professional skills, knowledge, and qualifications Previous office/facilities experience is desirable Must be a self-starter, well organised and possess excellent time management skills Must be able to plan & organise own work and meet deadlines Must be able to work without supervision Must be able to follow process and work in a consistent way with the rest of the team Must have excellent communication, accurate recording and computer skills Must be able to work well with others in a team environment Good working knowledge of Microsoft applications is essential What we offer Up to 6% contributory pension scheme Life insurance 25 days annual leave plus bank holidays. Options for annual leave purchase A range of benefits to support the health and wellbeing of you and your family such as Employee Assistance Programme, Wisdom App, Simply Health cash plans, Bupa anytime helpline, free flu vaccines, eye tests and more. A fantastic culture and supportive team where you’ll get the chance to make a positive difference in a company passionate about diversity and inclusion. Company discounts which include cinema, merlin entertainment and online shopping and discounts on mobile phone plans and leisure centre memberships. Interesting and enjoyable work. Committed to professional and personal development with a wide range of training and coaching opportunities to expand your capabilities. About Serco At Serco, not only is the nature of the work we do important, but everyone also has an important role to play, from caring for vulnerable people to managing complex public services. We are a team of 50,000 people responsible for delivering essential public services around the world in areas including defence, transport, justice, immigration, healthcare, and citizen services. We are innovators, committed to redesigning and improving public services for the benefit of everyone. By joining Serco, you will have unlimited access to our Global Employee Networks – Serco Inspire (Gender), Serco Embrace (Multicultural), Serco Unlimited (Disability) and InSerco (LGBT & Networks). Serco Employee Networks, led by colleagues who are passionate about diversity, inclusion and belonging. Apply Please click on the apply button to complete your application. Occasionally we receive a large volume of applications for our roles and when that happens, we sometimes bring the closing date forward, so please apply promptly to avoid disappointment. At Serco, we see people first and foremost for their performance and potential. We are committed to building a diverse and inclusive organisation that supports the needs of all. As such we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool. We are open to discussions around flexibility and flexible working. We operate a hybrid work structure in many of our business areas. We are proudly Disability Confident Leader employers and holder of the Silver Inclusive Employer Standard. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview. For help with your application please contact 0345 010 4000. At Serco we support fair access to employment for those with unspent criminal convictions through the ‘Ban the Box’ pledge (some may be exempt due to the nature of the role and the security clearance required). Please contact our recruitment team directly on 0345 010 4000 to discuss. haascareers