Job Description
Job Title: Head of Integrated Workplace Management Salary: A1 Team: Workplace Management (seconded to Information Systems) Contract Type/Duration: Permanent Team Information The Workplace Management Service Team is responsible for the effective running of the Integrated Workplace Management System (IWMS) and the embedding of best practice processes across Parliament. An IWMS (Planon) was procured as part of a longstanding transformation programme which has reached its conclusion. This has been key to the success of Parliament’s digital transformation and has played a huge part in enhancing our processes and efficiencies. The goal of the newly established Workplace Management Service Team is to continue the ongoing development and maintenance of the IWMS, to ensure its capability remains current and meets business needs. The team will support multiple areas, including Strategic Estates, Service
Delivery & Customer Experience as well as the Parliamentary Maintenance Services Team in their day to day running of operations across the Parliamentary Estate. Key activities supported include Asset Management, Space Management, Moves Management, Planned & Reactive Maintenance, Property & Lease Management, Accident & Incident reporting, as well as Environment & Sustainability Management. Adjacent is the indicative structure of the Workplace Management Service Team, with certain incumbent roles, and some approved positions that need to be filled. There is also scope for more roles to be added. The Head of Integrated Workplace Management will have authority and opportunity to shape and mature this team. Job Information The Head of Integrated Workplace Management is a critical role in leading the core Workplace Management Service Team who are responsible for the effective running of the Integrated Workplace Management System (IWMS), Planon. They are ultimately accountable for the success of the IWMS, ensuring that developments are in line with strategic vision, that priorities are clear, that dependencies across departments and teams are managed and that the IWMS is meeting Parliament’s needs. They bridge the gap between the business and technical staff, ensuring there is a user-centric approach to any developments.
Head of IWMS
Delivery Management (Role to be filled)
Product Management (Role to be filled)
Senior Application Analyst (Incumbent role)
Data Analyst (Incumbent role)
Process & Change Mgmt. (Roles to be filled)
Application Analyst x 2 (Incumbent role)
The ideal candidate will have a Workplace Management or Facilities background, with knowledge of Integrated Workplace Management Systems (IWMS) or Computer Aided Facility Management (CAFM) systems and experience in their use to further business goals.
Service Delivery: • Accountable for the quality of the Workplace Management service and for the experience of the customers within that service, including Strategic Estates, Service Delivery & Customer Experience, Members and their staff, Restoration and Renewal (R&R) and the Parliamentary Maintenance Services Team (PMST). • Accountable for developing, successfully operating, and continually improving the Workplace Management service. • Promotes and optimises the use of monitoring and analytics tools for performance and uptake metrics for the service. • Ultimately accountable for the IWMS development roadmaps. Service Governance: • Accountable for the successful governance of the service, ensuring that all necessary Parliamentary approval and assurance processes are followed, including any business cases required. • Owns the budget of the service and manages the contract with the IWMS Supplier (Planon).
Responsibilities Service Strategy:
• Ensures that new developments within the IWMS are in line with strategic needs and are addressing critical business problems. • Provides clear direction to the Workplace Management Service Team on strategic priorities and has ultimate decision-making authority to ensure the Workplace Management service is running and delivering successfully. • Manages dependencies with other initiatives across Parliament (e.g. Restoration & Renewal) and aligns the work of the Workplace Management Service team to other dependent systems and processes (e.g. data management projects/ Heritage Collection Systems). • Monitors that Parliament is achieving value for money with the IWMS and that the benefits of the IWMS are being realised.
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