Facilities Manager required for 35 hours per week in the Northwest of England, Driver Essential

Job Title: Facilities Manager Division / Function: Corporate Functions (Finance, Procurement and Estates) Reports To: Head of Estates Responsible For: Facilities Assistant(s) Job Purpose The role holder will report directly to the Head of Estates. The role holder will line manage the Facilities Administrator roles, whilst working closely with Facilities peers. The role will also require ad hoc work and management responsibilities as directed by the Head of Estates and/or Director of Estates. The role holder will be responsible for the day-to-day management and effective running of the AFG estate, being responsible for the delivery of all facilities maintenance and service activities, including effective oversight of works undertaken by contractors and sub-contractors. The role holder will also have responsibility for the management of standard capital expenditure plans as determined by the AFG Budget/Reforecast processes. The role holder will work to ensure the development of an estate environment that delivers outstanding outcomes for the people we support, ensuring the portfolio is managed safely, cost effectively and in accordance with statutory and regulatory requirements. This is a field-based role as the post holder will be expected to be visible across properties and to liaise with Operations colleagues. Dimensions The role holder will be responsible for the management of the Facilities Administrators within the team. At present 4.0 FTE direct report although this may fluctuate depending upon the activity of the estates team. The role holder will be responsible for the estates capital expenditure program as determined by the annual budget process each year, plus the management of the estate’s operational expenditure, again as determined as part of the budget process. Principal Accountabilities Be visible across the AFG estate (Independent Hospitals, Community/Learning Disability, and Adult Care Homes and administration centres) environments where required, working closely with operational/corporate colleagues to ensure issues are identified and resolved in a timely manner. Undertake site visits with key contractors as part of the AFG contract management process, ensuring the AFG estate environment is being maintained appropriately. Lead on the maintenance and improvement of the estate stock, ensuring that it remains in good order via a program of scheduled visits/inspections and is “CQC ready” from an estate’s perspective. This will be in conjunction with other colleagues e.g. Quality team and Registered Managers. Work closely with the procurement team to source potential suppliers of services, ensuring they comply with the company’s procurement policy. Liaise with Procurement to negotiate with potential or current service suppliers to ensure the best value for money for AFG. Work with potential suppliers/contractors to establish agreed service levels indicators/agreements. Monitor and work with suppliers/contractors to overcome any potential concerns. Supplier performance reviews should be conducted in accordance with the prescribed frequency in the Scheme of Reservation and Delegation (SoRD). Project manage, supervise and coordinate the work of contractors for all planned and reactive maintenance and small project works. The role holder should ensure that both they and the wider team are visible with an on-site presence to ensure works undertaken for key budget/operational risk items are undertaken to a satisfactory standard. Ensure any minor works/corrective repairs and refurbishment are carried out in a timely manner. Manage the budget/forecast assigned, ensuring that works are undertaken to budget, time and to the required quality. Conduct regular reviews and benchmarking of contracted services with Procurement to ensure appropriateness and value for money is maintained. Develop and lead plans for ensuring AFG uses resources in an efficient and sustainable manner including energy and water. Work closely with the Head of Estates in the development of the Charity’s estate environmental strategy i.e Environment, Social and Governance (ESG) re Net Zero agenda. Assist in planning for future development in line with strategic objectives and annual business plan. Work closely with the Procurement Manager and operational colleagues to ensure the ongoing review of the business continuity plan, as to where services should be located and how to inform staff and other parties. Manage and lead planned change to ensure minimum disruption to core activities. Be visible across the estate in ensuring that works are delivered to cause minimal disruption to operational services. Direct and plan essential central services such as security, maintenance, cleaning, waste disposal and recycling. Liaise with the security and cleaning contractors to ensure objectives are being met for the provision of those services. Work closely with the Health & Safety (H&S) lead, to ensure that the buildings and activities both on-site and off-site meet health and safety requirements. Ensure that the properties within the estate always remain, compliant with relevant statutory responsibilities. Undertake “spot-checks” to ensure the property environment is appropriate and key works being undertaken are performed to the required standard. Maintain accurate records of planned maintenance and statutory inspections utilising the Computer Aided Facilities Management (CAFM) system. Organise/undertake regular/periodic systems inspections and testing in accordance with statutory requirements e.g. fire alarm, emergency lighting, electrical testing, etc. Ensure all Facilities Management processes and activities are documented and auditable, ensuring consistency of service and continuous improvement. Ensure suitable and sufficient risk assessments are completed for all properties and maintain accurate records of all estate risk assessments on the CAFM system. Respond appropriately to emergencies or urgent issues as they arise both within and outside normal working hours. Assist with the procurement team with the preparation of documents to prepare tenders for contracts. Provide written reports as necessary for the Head of Estates and Director of Finance, Procurement and Estates. Develop and maintain accurate records of AFG’s facilities assets and equipment, including an inventory of items held in the warehouse. Work closely with operations and procurement team to utilise the stock held in the warehouse as opposed to purchasing new. Deal with and participate in day-to-day tasks such as the set-up of furniture for meetings, events and other activities. Monitor existing and new legislation relating to FM and building services ensuring compliance with statutory regulations, approved codes of practice, etc. Be a nominated key holder for AFG and be available to be contacted and called out- of-hours from time to time to deal with building-related matters or in the event of an emergency where access to any property in the estate is required. Please only apply if you meet the essential requirements detailed below: Person Specification Skills and Knowledge Maintain evidence of ongoing continuous professional development. Excellent interpersonal skills with ability to communicate effectively at all levels. Refined negotiation skills. Ability to manage and coordinate projects and associated management systems. Ability to recognise and implement changes to legal and legislative requirements, communicating these to the relevant parties within AFG. Ability to promote awareness and best practice of environmental policy and procedures. Demonstrates financial awareness and the ability to drive the cost effective and efficient delivery of AFGs property portfolio. Proficient in all Microsoft packages. Experience At least three years in a facilities management senior role, managing a property portfolio in excess of c£30m. Supporting line managers by providing facilities management advice with regard to multisite issues. Managing relationships with suppliers and specialists in Facilities Management (FM). Developing, running and evaluating procurement tenders for products and services. Monitoring performance against contract requirements, service level agreements and key performance indicators. Assessing quality standards and addressing poor performance. Maintaining regular contact through formal and informal contract meetings and reviews, with larger contracts e.g. those in excess of £1m. Negotiation and conflict resolution with suppliers and contractors. Project management of works to facilities, including co-ordination of contractors and suppliers. Financial Management in FM. The ability to prepare annual budgets, report progress against budgets and introduce strategies to control any projected overspend. Establishing a business continuity plan. Energy and utilities management. Monitoring and recording energy and utilities usage to identify any unusual consumption. Developing strategies for improvement of the property stock. Formulating, implementing, and revising AFGs environmental policies and procedures. Knowledge of a variety of Computer Aided Facilities Management (CAFM) systems Qualifications & Training GCSE Maths and English. Level 3 Facilities Management or Project Management qualification or equivalent. This role is field based working and involves travel within the northwest of England, we can only accept applications from residents of the northwest. With our extended flexible working options, you can also choose to work a 9-day fortnight or a 4.5-day week, supporting our employees with their work life balance. This role is Band III as per our structure.

The role holder will be responsible for the management of the Facilities Administrators within the team. At present 4.0 FTE direct report although this may fluctuate depending upon the activity of the estates team.

The role holder will be responsible for the estates capital expenditure program as determined by the annual budget process each year, plus the management of the estate’s operational expenditure, again as determined as part of the budget process.

Be visible across the AFG estate (Independent Hospitals, Community/Learning Disability, and Adult Care Homes and administration centres) environments where required, working closely with operational/corporate colleagues to ensure issues are identified and resolved in a timely manner.

Undertake site visits with key contractors as part of the AFG contract management process, ensuring the AFG estate environment is being maintained appropriately.

Lead on the maintenance and improvement of the estate stock, ensuring that it remains in good order via a program of scheduled visits/inspections and is “CQC ready” from an estate’s perspective. This will be in conjunction with other colleagues e.g. Quality team and Registered Managers.

Work closely with the procurement team to source potential suppliers of services, ensuring they comply with the company’s procurement policy.

Liaise with Procurement to negotiate with potential or current service suppliers to ensure the best value for money for AFG.

Work with potential suppliers/contractors to establish agreed service levels indicators/agreements. Monitor and work with suppliers/contractors to overcome any potential concerns. Supplier performance reviews should be conducted in accordance with the prescribed frequency in the Scheme of Reservation and Delegation (SoRD).

Project manage, supervise and coordinate the work of contractors for all planned and reactive maintenance and small project works. The role holder should ensure that both they and the wider team are visible with an on-site presence to ensure works undertaken for key budget/operational risk items are undertaken to a satisfactory standard.

Ensure any minor works/corrective repairs and refurbishment are carried out in a timely manner.

Manage the budget/forecast assigned, ensuring that works are undertaken to budget, time and to the required quality.

Conduct regular reviews and benchmarking of contracted services with Procurement to ensure appropriateness and value for money is maintained.

Develop and lead plans for ensuring AFG uses resources in an efficient and sustainable manner including energy and water.

Work closely with the Head of Estates in the development of the Charity’s estate environmental strategy i.e Environment, Social and Governance (ESG) re Net Zero agenda.

Assist in planning for future development in line with strategic objectives and annual business plan.

Work closely with the Procurement Manager and operational colleagues to ensure the ongoing review of the business continuity plan, as to where services should be located and how to inform staff and other parties.

Manage and lead planned change to ensure minimum disruption to core activities. Be visible across the estate in ensuring that works are delivered to cause minimal disruption to operational services.

Direct and plan essential central services such as security, maintenance, cleaning, waste disposal and recycling.

Liaise with the security and cleaning contractors to ensure objectives are being met for the provision of those services.

Work closely with the Health & Safety (H&S) lead, to ensure that the buildings and activities both on-site and off-site meet health and safety requirements.

Ensure that the properties within the estate always remain, compliant with relevant statutory responsibilities. Undertake “spot-checks” to ensure the property environment is appropriate and key works being undertaken are performed to the required standard.

Maintain accurate records of planned maintenance and statutory inspections utilising the Computer Aided Facilities Management (CAFM) system.

Organise/undertake regular/periodic systems inspections and testing in accordance with statutory requirements e.g. fire alarm, emergency lighting, electrical testing, etc.

Ensure all Facilities Management processes and activities are documented and auditable, ensuring consistency of service and continuous improvement.

Ensure suitable and sufficient risk assessments are completed for all properties and maintain accurate records of all estate risk assessments on the CAFM system.

Respond appropriately to emergencies or urgent issues as they arise both within and outside normal working hours.

Assist with the procurement team with the preparation of documents to prepare tenders for contracts.

Provide written reports as necessary for the Head of Estates and Director of Finance, Procurement and Estates.

Develop and maintain accurate records of AFG’s facilities assets and equipment, including an inventory of items held in the warehouse.

Work closely with operations and procurement team to utilise the stock held in the warehouse as opposed to purchasing new.

Deal with and participate in day-to-day tasks such as the set-up of furniture for meetings, events and other activities.

Monitor existing and new legislation relating to FM and building services ensuring compliance with statutory regulations, approved codes of practice, etc.

Be a nominated key holder for AFG and be available to be contacted and called out- of-hours from time to time to deal with building-related matters or in the event of an emergency where access to any property in the estate is required.

Maintain evidence of ongoing continuous professional development.

Excellent interpersonal skills with ability to communicate effectively at all levels.

Refined negotiation skills.

Ability to manage and coordinate projects and associated management systems.

Ability to recognise and implement changes to legal and legislative requirements, communicating these to the relevant parties within AFG.

Ability to promote awareness and best practice of environmental policy and procedures.

Demonstrates financial awareness and the ability to drive the cost effective and efficient delivery of AFGs property portfolio.

Proficient in all Microsoft packages.

At least three years in a facilities management senior role, managing a property portfolio in excess of c£30m.

Supporting line managers by providing facilities management advice with regard to multisite issues.

Managing relationships with suppliers and specialists in Facilities Management (FM).

Developing, running and evaluating procurement tenders for products and services.

Monitoring performance against contract requirements, service level agreements and key performance indicators.

Assessing quality standards and addressing poor performance.

Maintaining regular contact through formal and informal contract meetings and reviews, with larger contracts e.g. those in excess of £1m.

Negotiation and conflict resolution with suppliers and contractors.

Project management of works to facilities, including co-ordination of contractors and suppliers.

Financial Management in FM. The ability to prepare annual budgets, report progress against budgets and introduce strategies to control any projected overspend.

Establishing a business continuity plan.

Energy and utilities management. Monitoring and recording energy and utilities usage to identify any unusual consumption.

Developing strategies for improvement of the property stock.

Formulating, implementing, and revising AFGs environmental policies and procedures.

Knowledge of a variety of Computer Aided Facilities Management (CAFM) systems

GCSE Maths and English.

Level 3 Facilities Management or Project Management qualification or equivalent.

About You

About Us

We’re Alternative Futures Group, a health and social care charity providing specialist support for people with a learning disability or mental health condition. We’re proud to have been positively changing lives and enabling people to achieve amazing outcomes for over 30 years. We have a vision to create a world where amazing people do amazing things every day. Our skilled and experienced teams work with every person we support to create a personalised, outcome-focused plans to achieve their aspirations. As a ‘values based’ employer, the people that work for us genuinely care about the people they support, and we are seeking likeminded people to join our team. If you are passionate about working in Health and Social Care and have a real desire to make a positive difference to the lives of the people we support then we would love to hear from you. At AFG we also recognise the contribution and value that our staff make. We would not be able to provide the life changing support that we do without people like you! In return for your contribution we will support you throughout your career and we provide a wide range of employee benefits, career development and lifestyle support services to ensure that you too feel supported, fulfilled and valued from day one of your employment with us.

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