Thames Valley Police - Head of Facilities Management

Head of Facilities Management Candidate Information Pack

Introduction Thames Valley Police (TVP) is the largest non-metropolitan force in England and Wales and has a substantial portfolio spread across the three counties of Buckinghamshire, Berkshire and Oxfordshire. The Force polices a wide variety of locations, including major towns and cities, such as Oxford, Reading and Milton Keynes, as well as extensive rural communities and a number of thriving market towns. The Force has a significant and diverse property portfolio which extends to 140,000 sqm across 94 sites with nearly 180 buildings. The estate is varied including police stations, residential accommodation, training facilities, industrial assets, and various specialist facilities. Thames Valley Police are seeking to appoint a Head of Facilities Management, delivery of a wide range of FM services and contracts covering the whole of the force area. This is an excellent opportunity for an individual to develop their career in a client-side facilities management leadership role, responsible for the delivery of services across a large and varied estate portfolio


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Introduction About Us The Portfolio

Management of the Estate Current Estate Priority Work- Streams Job Description Working for Us Valuing Difference Key Dates and Application Process

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The Portfolio

Management of the Estate

The Thames Valley built estate extends to approx.140,000 sqm across 94 sites with nearly 180 individual buildings. The range of building types and ages within the portfolio is varied although the bulk of the current estate was constructed between the early 1960s and the mid 1990s. The estate incorporates traditional office space, storage/warehouse accommodation, training (classroom) facilities, residential accommodation, data centres, laboratory space, and specialist operational policing facilities such as secure custody centres and firearms training ranges. The majority of the estate, by floor area, is owned by TVP. The portfolio is changing, with an expanded disposal programme continuing with some more modern replacement facilities in hand and planned, and some significant building maintenance projects underway and planned.

Thames Valley Police has an in-house property function that is responsible for all aspects of the management of the estate including maintenance, asset management, project development and delivery, and facilities services (hard and soft fm). The staff within the Property Services Department (PSD) include experienced professionals from a number of key disciplines such as Building Surveying, Construction Project Management, Facilities Management, Building Services Engineering, Town Planning, Quantity Surveying and General Practice Surveying. The PSD structure comprises the following: • Estate Strategy & Asset Management • Capital & Major Projects • Maintenance • Facilities • Environment & Sustainability

About Us Inspire positive change

Thames Valley Police is one of the 43 police forces in England and Wales and is the largest non-metropolitan force. It covers over 2,200 square miles and three counties: Buckinghamshire, Berkshire and Oxfordshire. Thames Valley serves a diverse population of over 2.34m people which has grown by 10% over the past decade. The force operates across 12 local policing areas and is responsible for policing 196 miles of motorways. The force is committed to preventing and thoroughly investigating crime, supporting victims and bringing offenders to justice. This commitment can’t be achieved by any one person alone; it relies upon a team of over 8,000 staff, officers and volunteers, working alongside partner agencies and the public. Working together, the force aims to build stronger, more resilient communities, providing a modern police force which meets the needs of the public we serve.


Ben Snuggs Deputy Chief Constable

David Griffin Head of Property Services

Capital Projects

Environmental & Sustainability

Strategy & Assets



Current Estate Priority Work-Streams

The force’s recently updated Asset Management Framework (2023 – 2028) provides the strategic framework for determining departmental priorities and resource effort. The department is currently engaged in some significant projects, programmes and initiatives which collectively represent both challenges and opportunities. The business critical drivers for PSD are the continuing need to work progressively towards a leaner and more cost efficient estate, maintaining estate operability, whilst at the same time actively supporting and enabling the force to achieve its objectives for organisational change and enhanced operational performance [against the background of a very challenging nationalfinancialclimate].APSDseniorpresenceonbusinessprogrammeandprojectboards is standard practice, ensuring early engagement and identification of estate requirements. The department’s priority work-streams that are currently the focus of activity and resourcing are as follows:

• Delivery of an ambitious estate rationalisation programme to achieve further financial (revenue) savings and where possible generate capital receipts • Replacement and downsizing of some large ‘legacy’ operational sites at key locations • Custody Estate Review programme to deliver new custody ‘hubs’ (x2/3) and refurbish existing retained custody suites • Implementing our new Sustainability Strategy incorporating carbon reduction targets and delivery plan/programme • Roll-out of estate enabling initiatives/projects in support of the force’s ‘Working Smart’ (new ways of working post COVID) programme • Development of a prioritised 10 year Strategic Estate Requirements Plan + resourcing implications • Undertake & complete an updated programme of building condition surveys to inform the force’s Forward Maintenance Register in order to identify future planned maintenance priorities and funding implications

Job Description

KEY ACCOUNTABILITY AREAS: • Manage and develop the shared service delivery model which includes facilities management, post room, dispatch service, reprographics, departmental administrative support services, (including HQ South and North reception services), driving fleet vehicles to workshops, local H&S compliance and the monitoring of key facilities for value for money and performance of service contracts. Ensure there is a customer service focus and a feedback loop is available so that issues can be resolved in a timely manner. • Manage the following force contracts: cleaning, postal services outsourcing, and man guarding. These contracts require intrusive day to day management including monthly meetings with the contractors to review performance, KPIs, budgets etc. Taking appropriate action where standards are not met and negotiating variations. Lead on the re- tendering of these contracts including production of the specification, pricing methodology, quality questions and bid assessment. • Also responsible for oversight of the following contracts: security access system, CAFM, Traka etc. • These all require day-to-day management but also involve annual budget review, (these can be significant e.g. £1.75m for cleaning), issuing/ approving contract variations, and contract tendering. This will include system upgrades, for example, all Traka cabinets are end of life and will need replacing at periodic intervals. • Responsible for the management and development of the department’s Computer Aided Facilities Management (CAFM) System. This is the department’s

Job Title:

Head of Facilities Management

primary system for holding all information on every site, building, room, and item of plant/equipment. The system manages all fire safety checks (weekly, monthly, 6 monthly), holds all asbestos and fire risk assessments and manages resulting actions, manages all building fault reporting, holds all test records and certificates, and manages all minor improvement work. It is critical to demonstrating the force compliance to a significant number of legal requirements. It is being developed to hold all condition survey and forward maintenance data. Future developments will include all aspects of water management and planning of all maintenance work. • Responsible for building security and force wide fob access system including policy on fob management. Work with Force Security Manager and Crime Reduction Design Advisors on security protocols and issues and sit on the Force Security Committee and the Force Physical Security Group. Investigate security incidents and ensure corrective measures are put in place. Responsible for Traka key cabinet system that ensures vehicles and Tasers are correctly managed and only accessible to staff trained to the correct level. • Ensure the forces buildings provide a safe working environment and comply with H&S and environmental statutory requirements and legislation through facilities inspection and testing regimes (e.g. fire safety, on-site activities of contractors, asbestos management and legionella monitoring). Assume core responsibilities for fire safety management especially as Responsible Person under the Regulatory Reform (Fire Safety) Order 2005. Attend the force H&S Board and respond to actions

Job Family: Business Support Role Profile Title: BB5 Police Staff Reports To: Head of Property Services Band level: 5L OVERALL PURPOSE OF THE ROLE Lead the force wide development, provision, and delivery of the facilities management (FM) shared service that ensures all TVP occupied sites and buildings are secure, safe, clean, fit for use, and comply with legislation in an effective and cost efficient manner. Responsible for the continued development of the department’s CAFM (Computer Aided Facilities Management) system as the primary repository of all estate and building related data. Responsible for the delivery of a range of force-wide hard and soft FM contracts: (a) key facilities contracts for the provision of essential business support services; (b) facilities contracts that ensure TVP’s buildings provide a safe working environment which is compliant with statutory and legislative requirements.

from inspections and audits. • Ensure accurate data in all areas of FM is collected and maintained in order to meet legal requirements. Data also to be analysed and benchmarked against other organisations to drive continual improvement across the whole function. • Provide leadership and professional guidance to the Facilities staff that engages and maintains an appropriate skills mix relevant to the implementation of the shared delivery of core service priorities and Service Level Agreement (SLA). • Lead and advise on new relevant legislation affecting the functions delivered by the Facilities team, communicate changes / new arrangements, promote best working practices, and ensure staff are appropriately trained. Influence the G&SI’s H&S Team in the development and review of Property related H&S protocols and procedures to ensure aims, objectives and priority objectives of H&S Plan are delivered. Produce a cohesive delivery plan for the facilities team which links to and ensures required contributions to the delivery of the Force Strategic Plan, Property Services Delivery Plan, Asset Management Framework and the Environmental and Sustainability Strategy. • Manage the Facilities Managers and the Facilities Support Manager and ensure that they are managing the performance of their teams so that a high quality service is delivered in all areas. Ensure facilities staff perform the critical local enabling role in the delivery of planned / reactive maintenance capital and revenue projects. • Work with the Energy and Sustainability Manager to ensure that the management of TVP’s buildings and sites is closely aligned with and directly

multiple disciplines to ensure functionality, comfort, safety and efficiency of the built environment by integrating people, place, process and technology Post holder will require a wide range of property/facilities management experience developed over a significant period of time – this includes strategy and policy writing, planning, contract management, financial management, H&S, security, risk management, business continuity etc. • Estate: The post holder will be responsible for managing the delivery of the identified facilities services across the TVP estate which compromises a total of 140,000 sqm across 94 sites with nearly 180 buildings • Fleet: 2100 vehicles and approx. 800 bicycles. • Financial: The post holder will have overall responsibility for approx. £3.75m expenditure/budgets covering the following areas: cleaning, security guards, PFI, minor improvements, reprographics, post. Facilities also have a direct enabling role in the local management procedures that facilitate the delivery of maintenance works/projects, revenue funded projects, and minor improvements works, and are therefore an essential component in ensuring the delivery of a further £7.5 m budget spend by the Property Services Department. • Staff: The post holder is responsible for a The post holder’s principal internal customers will be as follows: CCMT members, LPA Commanders, Head of all OCUs and Heads of Departments. • Overall: Responsible for managing/ delivering the day-to-day Facilities Services that service the accommodation needs of a workforce of approx. 8,500 staff (FTE) and 1000 volunteers. Also responsible for driving related services that support all of the force’s transport fleet. total of approximately 64 FTE. • Key Internal Customers:

supports the objectives and priorities of the Environmental and Sustainability Strategy, which is jointly owned by the Force and the Police and Crime Commissioner. • Responsible for managing the Public Finance Initiative (PFI) contract for the organisation’s building in Abingdon. This involves contractual management of the PFI provider and their FM provider to ensure they deliver all hard and soft services for the site and building to the agreed standards, that it is managed effectively and delivers the required service to the force. Monitor performance and budgets and lead on the benchmarking process that resets costs very 4 years. Liaise with Home Office over exit options at end of 30yr contract. • Manage delivery of overall facilities service budgets (approx. £3.75 million per annum) ensuring audit management framework is in place to implement the agreed facilities programme of work and SLAs. In consultation with LPA Commanders / Heads of Departments, make decisions on the allocation of expenditure within the available resources. Work with the Strategy and Assets Manager to improve efficiency and effectiveness of the implementation of the space utilisation strategies through negotiation and influencing of senior managers across the force. This links directly into the Working Smart programme and the post holder is a member of the Working Smart Tactical Group. DIMENSIONS: Definition: Facilities Management is a professional management discipline focused on the efficient and effective delivery of support services and logistics related to buildings, it encompasses

Characteristics of the Role

Working For Us • Salary: circa £70,000 - £75,000 • Local Government Pension Scheme • Annual Leave: 30 Days • Flexible working • Discounted gym membership • Cycle to work scheme Valuing Difference

Essential: • Vocational qualification (e.g. relevant degree or IWFM Level 5 Diploma) or equivalent and membership of a relevant professional body or organisation: e.g. Institute of Workplace and Facilities Management (preferred), Royal Institution of Chartered Surveyors, or similar. • Recent and relevant experience of delivering remote facilities services across a multi-site organisational environment. • Proven evidence of working within a large public or private sector organisation, and successfully managing delivery and team(s) performance. • Recent experience of managing/ leading change through well- developed skills in negotiation and effective people management (particularly with regards more disruptive / longer-term projects); also, proven customer service skills with ability to communicate at different levels within the organisation.

• Excellent and negotiating skills are required to manage stakeholder expectations, contractors, complaints, and poor performance. interpersonal • Proven experience of contract management and managing budgets (circa £3.75million) and advising on effective use of resources. • Proven understanding and evidence of continuous professional development in relevant H&S legislation. Holding NEBOSH National Certificate in Fire Safety and Risk Management or willingness to obtain this qualification whilst in post. • Proven communication skills across different skill sets including effective report writing verbal / presentational skills. • Hold a full driving licence and be prepared to travel across Thames Valley when required. Working hours and level of flexibility are specific to each role and will be discussed at interview.

TVP recognises, values and celebrates difference. Every individual at TVP matters. Everyone has an important role to play and makes a difference. Collectively we work together to achieve our commitment of making all communities within the Thames Valley safer and more secure. Different people bring different perspectives which help us develop better understanding and learning, leading to new ideas and solutions to the challenging social issues that we face on a daily basis. We aspire and are working hard towards having a police force that truly reflects the communities we serve. Our region is increasingly diverse and it is important our workforce reflects this, ensuring our officers, staff and volunteers are approachable and relatable to our communities.

Key Dates & Application Process

To arrange a confidential conversation to discuss the opportunity in more depth, please contact our retained advisor Michael Hewlett of The Management Recruitment Group on 020 3962 9900: Michael Hewlett Applications should consist of a comprehensive CV and a covering letter (of not more than 2 pages). Applications should be sent to Closing date for applications is 24th March 2024. First stage interviews with MRG are scheduled for w/c 25th March 2024. Interviews with TVP are anticipated to be held during the week commencing April 24th. All direct and third-party applications will be forwarded to MRG.

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