Area Facilities Manager CANDIDATE INFORMATION PACK
EXECUTIVE SUMMARY
Surrey Police and Sussex Police collaborate in various areas, including specialist crime and operations, to enhance efficiency and effectiveness, thereby improving services and resilience while reducing costs. This collaboration extends to joint operations across all estate services and property management, headquartered in Guildford and Lewes respectively. The Area Facilities Manager, reporting to the Facilities Services Manager, will oversee teams responsible for managing Surrey’s portfolio of 34 sites. This includes a broad spectrum of soft FM services and health and safety responsibilities such as fire safety. The primary objective is to ensure compliance, safety, and operational efficiency, thereby supporting officers and staff in delivering effective policing services. The Area Facilities Manager will be responsible for guiding and developing a team of Facilities Managers and Coordinators. Together, they will navigate a diverse property portfolio, setting performance standards and fostering a culture of excellence. Collaborating closely with the outsourced FM contract provider, they will ensure security and health & safety compliance is maintained at all times.
JOB DESCRIPTION
JOB TITLE Area Facilities Manager
JOB PURPOSE The Area Facilities Manager is responsible for providing leadership to a team of Facilities Managers and Facilities staff across a geographical area. Accountable for the provision and development of a wide range of soft FM services across a complex and diverse portfolio that support the delivery of ‘Operational Policing’ within Surrey and Sussex Police, including: • Supporting the Facilities Service Delivery Manager and E&F SMT to deliver a compliant, consistent and efficient Facilities function across both Surrey and Sussex Police • Provide leadership, motivation and first line management to a team of Facilities Managers and second line management responsibilities to local teams of Facilities site based staff • Implement management control checks ensuring that service delivery is effectively managed within their geographical area • Ensure Force and Departmental policies and procedures are developed, reviewed, shared and implemented consistently across each site • Responsible for developing and maintaining safe, compliant and well managed workspaces; compliance to H&S statutory requirements and legislation • Motivate staff through developing people;
coaching, training and mentoring, improving individual’s knowledge, skills and experience and the professionalism of the service • Effective financial management of Facilities Budgets and identify opportunities for savings and efficiencies through innovation and industry best practice
3. Accountable for the ongoing, regular review of existing services, ensuring effective triaging of task allocations/reactive requests, compliance with best practice, ensuring that efficiencies, innovation, improvements and commercial opportunities are identified where possible and are followed through agreed processes to ensure a positive and consistent approach across the department and organisation. 4. Work with the Facilities Service Delivery Manager to introduce a joint inspection schedule for all sites within the geographical area, to identify both reactive and pro- active maintenance tasks ensuring that the workspaces and built environment are effectively managed, informing capital works projects and future funding requirements. 5. Responsible for the introduction of management control checks across a variety of activities and functions performed by the Facilities Managers, the Facilities staff, other internal departments and contracted services; Identifying and challenging areas of improvement and non-compliance, as well as celebrating and promoting examples of excellence and good works. 6. Lead the Facilities Teams in a professional and positive manner, ensuring that all actions are consistent and transparent in line with HR policies and processes, supporting the Facilities Manager in any formal disciplinary or attendance issues. Thus, ensuring a
LOCATION Surrey, East Sussex (including ESF&RS) & West Sussex (including Gatwick)
DEPARTMENT Estates & Facilities Department (Facilities)
KEY ACCOUNTABILITIES 1. Take ownership of the ‘Area’ staffing
GRADE SPA 11 / Band H
establishment and individual’s professional development ensuring that sufficient resources are recruited and available to the Facilities Managers. Manage and lead the local teams through; coaching, mentoring and developing staff to deliver a professional, efficient and high performing facilities service. Set SMART objectives, review and asses direct reports performance. Ensure workforce are adequately trained and competent to carry out their duties. Responsible for the Health, Safety and Well-being of their respective team, addressing any concerns in-line with HR policies and procedures. 2. Responsible for the delivery of a fully integrated customer facing service across the geographical area ensuring that Facilities services are provided consistently and efficiently across all locations, in a professional and proactive manner, and that industry best practice is researched and where appropriate introduced – driving continuous improvement.
WORKING HOURS 37/36 hours, 5 days per week (Mon – Fri), normal hours plus evening and weekends as required
REPORTS TO Facilities Service Delivery Manager
BUDGETARY ACCOUNTABILITIES 1. The job holder will assist in the proactive review, analysis, forecasting and reporting of monthly management accounts in-line with departmental expectations. In-line with Force procedures, the job holder will have an approval limit of £2,500.00. The job holder will be required to make the necessary checks to ensure there are sufficient funds available within the respective budget line to accommodate the expenditure. This will be managed through local processes and in-conjunction with the Facilities Service Delivery Manager and if appropriate the Head of Facilities Services. 2. Effectively manage Facilities owned ‘Service Orders’, ensuring that all expenditure is justified and ‘in-line’ with departmental practices and requirements. 3. No other specific budgetary accountabilities (unless specifically allocated a budget to manage by their line manager) aside from ensuring value for money and best use of resources in all activities undertaken by the teams.
proactive and assertive approach to time and performance management both personally and across the teams. 7. Lead compliance in Health & Safety and Environmental management across all Facilities services over a wide geographical area, ensuring that a robust reporting and inspection regime is in place to comply with statutory obligations and maintained to provide a fit for purpose, safe, effective and accessible workplace. 8. Represent the Estates and Facilities Department in a professional manner at meetings, build and develop relationships with internal stakeholders and external partners to understand the needs of the customers and the requirements of the service. Communicate, negotiate and influence discussions in a professional manner to ensure that decisions made are informed and any risks are identified and mitigated as required. 9. Assist the Estates Department in the design, contractor logistics, customer engagement and mobilisation of relocations, refurbishments, repurposing and decommissioning projects. Manage assigned activities relating to the day-to-day project implementation and co- ordination, including resource management and
liaison with key stakeholders. 10. Develop a close working relationship with the Facilities Works Manager to ensure pre- planned projects are suitably resourced, supported and co-ordinated on site to minimise disruption and impact on site users, site Facilities staff and business as usual activities, and, any local staffing abstractions do not impact service delivery in relation to health and safety compliance. Allocate actions identified within external risk assessments, site audits and internal request co-ordinated by the Facilities Works Manager. 11. Work with the Contracts & Commercial Services Manager/Team to maximise the effectiveness of soft service contracts delivery, e.g. cleaning, grounds maintenance, waste disposal, through ongoing local monitoring of performance, compliance to specification and auditing of services. 12. Responsible for providing support to the Facilities Services Delivery Manager for the development and introduction of a new collaborated operating model, service specifications and internal service level agreements. To also identify, evaluate and introduce efficiencies whilst performance is
maintained at the levels outlined in the service level agreement. 13. Accountable for full compliance with Force financial and departmental policies and procedures to ensure effective management of the delegated departmental budgets is in place. Responsible for ensuring that financial constraints and opportunities are communicated to respective teams and records of expenditure are maintained where any inappropriate or inaccurate expenditure are investigated. 14. Provide support to the Head of Facilities Services and the E&F Senior Management Team as required and during times of abstraction of the Facilities Service Delivery Manager and other Area Facilities Managers 15. Manage and lead the area team through organisational change. This may be relating to the personal impact of change on team members or through supporting operational units who are going through a change programme and the subsequent demands on workspace. 16. Undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post.
ORGANISATIONAL STRUCTURE CHART
Facilities Service Delivery Manager
Area Facilities Manager
Area Facilities Manager
Area Facilities Manager
Facilities Works Manager
Facilities Manager
Facilities Manager
Facilities Manager
Facilities Manager
Facilities Manager
Facilities Manager
Facilities Co-ordinators
Facilities Co-ordinators
Facilities Co-ordinators
Facilities Co-ordinators
Senior Facilities Officer
Facilities Co-ordinators
Facilities Co-ordinators
Facilities Co-ordinators
Facilities Works Co-ordinators
Facilities Works Co-ordinators
PERSON SPECIFICATION
QUALIFICATIONS
COMPLIANCE
• Excellent interpersonal skills including the ability to deliver difficult messages effectively and cohesively. • Knowledge and experience of Microsoft Excel, Word, Visio, and Project. • Strategic, customer orientated approach. • Extensive knowledge and experience of office safety and all Health & Safety aspects of managing relevant services, with specific experience in asbestos, legionella, working at height, lone working, permits to work. • Experience of business continuity and disaster recovery planning and execution. • Experience of managing and motivating a team; using tact, initiative and independent judgement within policy and procedure. • Ability to critically analyse, evaluate and develop existing processes and systems in order to maximise the team’s operational effectiveness. • Evidence of an up-to-date and ongoing Continuing Professional Development (CPD) plan including reference to all the designated Professional Competences.
• Educated to ‘’A’ level • Business or management degree or equivalent management experience gained in a similar role • IOSH Certificate Managing Safely in the Workplace • IWFM Level 3 accredited training • NVQ in Customer Service or Business Management (desirable) • NEBOSH General Certificate (desirable)
The post holder should note that some or all of the duties and responsibilities detailed in this Job Profile require compliance with nationally agreed operating rules for accessing PNC and other information systems.
• PNC Code of Connections Volume 1 (Version 2.1) • GDPR 2016 (General Data Protection Regulation)
• Computer Misuse Act 1990 • Official Secrets Act 1989
KNOWLEDGE, SKILLS & EXPERIENCE
VETTING
• Proven, demonstrable experience of a Facilities management and/or supervisory role. • Operational leadership and management of remote/ geographically based teams. • Experience of leading and contributing to organisational change management. • Evidence of successfully delivering a portfolio of services across a multi- site organisation. • Ability to work independently using own judgement to make dynamic and informed decisions in the resolutions of issues that present themselves • Strong operational skills including resource planning and time management. • Implementation of best practice and efficiencies across a range of functions • Strong decision making and negotiation skills with the ability to influence decision makers at all levels, including the ability to upwardly challenge where necessary. • The ability to work in a creative, proactive, and innovative way, collaborating with others to identify new and imaginative ideas to achieve strategic organisational objectives.
Everyone working in a police environment will be vetted to the requisite level in keeping with the National Vetting Codes of Practice. The level of vetting required for a person, for both force vetting and national security vetting (NSV) will be proportionate to the role the individual carries out. Changes in an individual’s circumstances must be reported to the appropriate vetting authority as soon as possible.
TRAVEL
This role may involve travel to meetings and locations within and beyond the counties of Surrey and/or Sussex for which public transport may not be suitable. Therefore the post-holder must have access to transport and be insured for business use. Where the transport involves the driving of police vehicles, you must have a full driving licence and the ability to attain a Force Police Driving Permit.
ADDITIONAL REQUIREMENTS
• Full driving license required and must be flexible to travel between remote sites • Flexibility to respond to call outs and other Force/ESFRS emergency
responses (e.g., multi-agency response to a major incident, Strategic & Tactical Co-ordination Centre ‘S.C.C’)
WHY WORK FOR US
A MESSAGE FROM THE CHIEF CONSTABLES
We have the great privilege of leading two ambitious police forces that have been able to improve services to our communities by working together over many years. We are looking for colleagues who will thrive in a collaborative environment and can bring a wealth of experience and fit in well with our talented and highly motivated Estates & Facilities Senior Management Team. We have a shared ambition of making Surrey and Sussex as safe as they can possibly be, by preventing crime and disorder, protecting vulnerable people, and pursuing offenders. Equally important to us is how we go about doing this and what it feels like to work in our organisations. We are looking for people who are passionate about inclusion and will be engaging with our officers, staff and local partners, to develop and implement ideas for improvement, with a relentless focus on the needs of users as the basis for delivering positive outcomes for all. We have a shared reputation for innovation, particularly in new technology, and we have real ambition to create new partnerships that offer preventative services. We can only do this by creating
a supportive culture, and deploying effective technology, to realise the full potential of our people. With our proximity to London, easy access to two international airports, major motorway networks, coastal ports, mix of urban and rural communities the two counties have more than enough professional policing challenges. Our strong partnership broadens the policing opportunities. This arrangement will appeal to someone who thrives on building relationships and working in a collaborative environment. Both counties are wonderful places to live. You will have all of the cultural opportunities offered in London and Brighton, alongside the beautiful villages and beaches, market towns, a National Park and an Area of Outstanding Natural Beauty. The opportunity is genuinely open to all, and we are keen to grow a diverse team in every respect, capable of supporting and challenging us to achieve more for our communities. If you are someone that really enjoys working in collaboration, has got a real passion for looking after communities and engages with staff to get the best out of them, then we would love to hear from you.
JO SHINER Sussex Police Chief Constable
TIM DE MEYER Surrey Police Chief Constable
HOW TO APPLY Surrey Police and Sussex Police are being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG.)
To arrange a briefing conversation contact our advisor:
Anna Kacprzak | Resourcing Manager anna.kacprzak@mrgglobal.com
Applications should consist of a comprehensive CV and a covering letter and should be sent to anna.kacprzak@mrgglobal.com
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