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.
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