THE ROLE
Job title:
Assistant Director of Facilities
DUTIES AND RESPONSIBILITIES OR HERA COMPETENCIES
Department Division:
Estates Division
Accountable to:
Director of Facilities
Communication • Communication of complex information relating to FM management issues. An ability to communicate clearly with both internal audiences and external bodies. • Preparation and presentation of formal reports. Evaluation of options with clear recommendations for decision making. • Compiling and reporting high-level management information on the performance and best value issues relating to the delivery of FM services. • Establishing and maintaining communication mechanisms with users to provide timely information about the delivery of FM services from the Division. Planning and Organising Resources • Setting service standards, continuously monitoring and seeking customer feedback. Regularly reporting on performance and customer feedback as part of management information. • Ensure high quality customer service to users and occupiers of the estate and facilities to ensure agreed standards are consistently maintained. • Working with senior staff to develop strategic objectives and to establish annual operating plans. Analysing resource needs and distributing allocated resources to deliver against agreed priorities. Identifying medium to long term resource needs and preparing cases to bid for additional resources, when required. • Planning and managing FM budgets and discharging duties as Budget Holder in accordance with the School ’ s Financial Regulations. Participating in monthly Budget Review meetings with the Director of Facilities ( Budget Controller ) .
Problem Solving and Initiative • To evaluate strengths and weaknesses of FM service provision, suggest alternative courses of action and to contribute problem-solving options for consideration by the Director of Facilities • Evaluate initial requests and enquiries, identifying an effective course of action and taking initiative in referring or resolving situations where appropriate. • To understand when to escalate an issue or problem to the next management level. • To deal with operational situations and events in a professional, logical and practical manner. Teamwork and Motivation • Managing a large team providing direction through professional leadership. • Conduct career development reviews ( CDR ) with all staff, developing policies for staff training and development to ensure all members of the FM section are fully trained and aware of current legislation. • Drive change within estates facilities teams and create an environment where outstanding service delivery exceeds our customers ’ expectations. • Engaging with the FM team to continuously look for opportunities to improve services. • Deputise as and when required for the Director of Facilities. Service Delivery • Continually review operational structures that are sustainable and appropriate for the delivery of high-quality FM services throughout the School ’ s estate, including Halls of Residence. • Support the Director of Facilities in formulating strategies and implementing policies for the management of FM with an overall objective
Job Summary We are looking to recruit an experienced deputy Director of Facilities Management working in conjunction with another Assistant Director to support the Director of Facilities in delivering a first class Facilities Service to staff and students and leading our diverse FM team. This is an exciting period of significant change for the university and the Estates Division, with a planned capital investment programme and refurbishments of buildings to include a centralisation of facilities services across both the academic and residential estate. You will play a key role in supporting the changes needed to transform Estates into a client-focussed integrated services provider, maximising the value it delivers to the whole University community. You will contribute to defining the vision, strategy, and operating model for the facilities section, and contribute to the strategic development of Estates. The Division aims to deliver best practice services across all sections and the postholder will be expected to benchmark and develop the services to achieve this. As well as possessing excellent interpersonal, negotiation and analytical skills you will have knowledge and experience of: • Running effective FM departments • Management techniques for achieving process and quality improvements • Management of large and complex estates, including budget and resource management.
The post will have shared line management responsibility for cleaning, post room, sportsground, reprographics, security, porters, sustainability and facilities staff, in excess of 200 staff as well as day-to-day management of several outsourced contracts. The post will also be the support the Security Operations manager by being the point of contact in relation to external bodies such a Metropolitan Police, Embassy staff etc. The post holder will be able to work both as part of a team and independently to plan service delivery, conduct services and report orally and in writing on matters relating to the services directly to the Director of Facilities.
The post will deputise as and when required for the Director of Facilities.
The post holder will liaise daily with staff at all levels across the school and residences, as well as students, and other stakeholders, acting as an initial point of contact concerning specification, quality control and monitoring of soft FM services. The post will also lead on a number of specific projects as required by the Director of Facilities
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