Key duties
• Gathering evidence of ownership and liaising where appropriate with parties for relocation or removal. • Managing the Asset Investment Plan and associated registers. • Provide a primary point of contact for all Estates Management matters on site. • Ensure the periodic review and update of all site layouts and building plans. • Working with Procurement and the Business Support Department, manage the IWM estate lettings, rent and rates. • Working with the Head of Estates to refine business strategy and operations. • Supporting the project teams with operational business as usual when required • Interact and update the museums assets on the government asset database. • Manage IWM’s global resource/desk booking system. • As advised by Head of Estates, implement IWM’s corporate Estates Strategy and, in particular, updating of the Estate Strategy Evaluation Matrix. • Ensure the EMS/CAFM system has the latest site strategies, policies and proce - dures for to ensure compliance with all statutory legislation and preservation of historic and listed buildings. This will include updating and maintaining all building and facilities management records including statutory records, drawings, asset registers, etc. • Develop and implement innovative new ideas and procedures that may be re - quired to improve estates and facilities management delivery. • Support and cover for other colleagues whilst they are absent and undertake other tasks and projects as required or directed by the Head of Estates. • (Desirable) If competent, produce and/or update AutoCAD drawings. • Maintain and develop the estates ‘Asset Investment Programme’, in line with the current business strategy. Seek to adopt and implement a Strategic Asset Manage - ment Plan that assimiliates IWM’s future and current needs. • Management and maintenance of IWM’s internal EMS that enables optimal in - ter-departmental user access. To ensure the final model is quick to adapt and react to business demand. To always be considerate to business objective changes and create a future proofed, dynamic and user-friendly transferable model to which the rights are owned internally. • To maintain a central ‘hub’ of estate related information and safeguard its respec - tive level of sensitivity. QR • Oversee and monitor the implementation of a new ‘Lettings Management System’ in accordance with the Commercial Lettings Policy. Seek to understand the muse - ums current position, test and snag the new system, and utilise any outstanding commercial opportunities. • Oversee and manage the asset related contractual duties of the incumbent FM service provider. Assist on IWM sites with asset surveying and verify the resultant records. • Maintain and manage an impartial record of audit/compliance reports across the estate. Ensure all periodic checklists are recorded and uploaded to EMS. • Ensure high levels of estate presentation are achieved and recognised.
In addition, your duties will include: • Act as the primary client contact at IWM for all estate management matters includ - ing asset management, to deliver a professional management service that sup - ports the corporate and branch needs of the Imperial War Museums. Activities will include, inter alia: • Acting as the IWM ‘Superuser’ on the IWM Estate Management System (EMS and CAFM system for all fixed and non-fixed assets. • Assisting with planning and forecasting of forward maintenance activities to sup - port the business planning process. • Monitoring the estate for poor use of space, either in terms of administration or storage. To coordinate this usage with the Masterplan teams and create a more effective usage plan. • Challenging building / space ‘custodians’ in the use of spaces that may not actually be theirs. • Highlighting poor and unsafe storage practices and to identify areas of improve - ment. • Acting as an enabler for change, helping partners, volunteers and staff to find more efficient optimal use of the spaces. • Managing the register of objects, items and miscellaneous ‘junk’ accumulated over time and to assist the Head of Estates, and the Department of Collections Manage - ment team in the disposals decision making process. To identify and implement learning and development needs for both yourself and, if applicable, your team (including volunteers), if appropriate. You will be expected to comply with corporate standards, and use corporate systems, processes and procedures– and undertake any necessary training as directed. You will be expected to work independently as well as across different teams at all five IWM branches (London, Duxford and Manchester) in order to contribute to, and deliv - er, the priorities of IWM - using your knowledge, skills, talent and potential to the best of your ability. You will focus at all times on delivering excellent customer service, ensure value for money at all times while being professional, courteous and demonstrating the behav - iours and attributes expected of all IWM employees. You will also adhere to all corpo - rate standards, and use corporate systems as directed to ensure consistency of ser - vice, brand and operational standards. You will be an experienced specialist in your area and take on broad responsibilities, working across departments effectively, working with individuals, partners and where appropriate volunteers.
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