Division: University Administration and Services
Department: Estates Services FM
Location: Schwarzman Centre for the Humanities
Reporting to: ROQ Senior Facilities Manager (SFM) - Estates
The role
The purpose of this role is to manage, direct and support the FM team for the Schwarzman Centre for the Humanities, a multi-purpose building combining academic departments, a Bodleian Humanities Library and a range of performance and exhibition spaces. You will join at an exciting and important time as we plan for the opening of the new Schwarzman Centre for the Humanities in summer 2025. The role is intended to sit within the ROQ FM team.
Leading up to the Centre’s completion, you will play a key role in developing the Centre’s Facilities Management Services, ensuring they are fit for purpose for this new landmark building. Preparation for services for the building will involve playing a pro-active part in ongoing Soft Landings activities as well as supporting the Humanities Division’s Building In Use Project.
This role will fully embed best practice within FM. The post holder will need to have sufficient FM skills and knowledge to be able to establish a new team, services, procedures and processes to best fit the customer needs.
Flexible working
This role is very operationally focused and involves managing a team of on-site staff and contractors whilst also being a key representative of the services to building users. It is therefore expected that the majority of this role will need to be fulfilled onsite.
Responsibilities
FM Operations Management
* Proactively and supportively manage and motivate the FM team for the Centre
* Utilise best practice and implement in full our ‘FM Framework’ which is designed to capture management reporting, building user and safety and operational information and compliance.
* Work with the FM Projects team to implement service according to the University’s Soft Landings strategy
* Act as the first point of contact for emergencies, responding as and when required to call outs and out of hours issues/situations.
* Work cohesively with other Operational teams within the Centre, ensuring a fully embedded FM delivery and seamless support for building users
* Prepare and present proposals for customer consideration gathering, analysing and interpreting utility/finance and Planon data from a variety of sources.
* Establish and Chair the Building Management Committee meetings
* Deputise for the Senior Facilities Manager in managing the Facilities Management Team to ensure consistent and professional service in all relevant buildings.
* Carry out any other duties which may be required and are commensurate with the role
Staff Matters
* Management of staff within the sections, including general staffing issues, recruitment and retention, performance matters, personal development, training and appraisals. Liaising with Personnel Services as necessary ensuring that the University’s policies and procedures are met.
* Ensure all staff receive monthly training/toolbox talks.
Change Management
* Manage and lead the newly established FM team for the Centre, developing strategies to ensure high service delivery standards are maintained and to seek improvements as necessary.
* Internal Customer Relationships: Meet regularly with key customers to discuss FM performance and make recommendations surrounding the delivery of FM services.
* Establish strong working relationships with other Facilities Managers on the ROQ campus to promote a “one FM team” approach.
Financial Management
* Prepare and agree the FM budget annually for the Centre and agree this with the SFM and Client representative
* Monitor spend against the FM budget and make recommendations accordingly to ensure annual spend is on budget
FM Skills
* Understand and manage FM operations and teams.
* Act as a local expert in FM matters and provide professional help and guidance for areas within operational control.
Health and Safety
* Understand and advise on workplace related health and safety matters, utilising Estates Compliance team and the University Safety Office guidelines to meet relevant legislation.
* Ensure that safety compliance is in accordance with legislation and Safety Office policies and procedures.
Best Practice
* Work with other colleagues in FM and wider Estates Services to continue to develop FM value for money strategies.
* In conjunction with the ROQ Senior Facilities Manager / Head of FM Operations, develop and maintain best practice guidelines.
* Regularly review service delivery, proposing and implementing changes as part of a continuous improvement approach.
Communications
* Communicate and consult with senior departmental representatives and various Committees/Forums to support the implementation of FM Services.
* Prepare management reports and other business information as required.
* Understand the culture of the organisation and adapt communication to suit varying needs.
Technology
Support the adoption of FM software to allow benefits across the FM team, promoting and implementing accordingly.
Selection criteria
Essential
* A minimum requirement of an HND qualification and preferably a professional qualification in a facilities management or construction related subject or equivalent experience.
* Demonstrable experience within the Facilities Management or construction industry, relevant to the role.
* Demonstrable experience of managing a team of professional, support and administration staff.
* A clear understanding of FM issues and procurement procedures.
* Excellent communication and interpersonal skills across a diverse spectrum of people.
* Excellent management skills, including workload management and strategy development.
* Ability to deal diplomatically but firmly with difficult situations.
* Comprehensive understanding of Health & Safety issues relevant to the workplace.
Desirable selection criteria
* Experience of working in University/Education or Public sector.
* Experience of working on Capital Project teams and post occupancy defect resolution.
* Experience of implementing Soft Landings
* Demonstrable change management skills
* NEBOSH or equivalent H&S qualification
How to apply
Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website.
Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description.
As part of your application, you will be asked to provide details of two referees and indicate whether we can contact them now.
You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience.
Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement.
Important information for candidates
Data Privacy
Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation.
Equality of opportunity
Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post.
Benefits of working at the University
University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts.
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