Temp. Assistant Facilities Manager with Security Clearance

  • Temporary
  • London
  • Salary: £ 15.68 per hour
  • Job Reference: JS/HQ00012189
A temporary Assistant Facilities Manager with a security clearance needed to start ASAP
Purpose of job
Responsible for supporting the Facilities Manager in the day to day operations including H&S, Greening initiatives and management and the delivery of the FM Contract. Providing a first-class service to the Department.This is a diverse role which requires an individual who will be key to the daily operations of their Estate team and will require to have already a Security Clearance (BPSS; CTC or a recent Disclosure Scotland) in place as well as a formal H&S qualification and can do attitude! If you think you are the right candidate and can start asap please do not hesitate to apply!
Key accountabilities and responsibilities:
  • Co-ordinate and assisting with onsite delivery, implementation and day to day running of the FM Contract.Including management of the administrative duties assigned to the team.
  • Ensure all Mechanical and Electrical services are being delivered to a high standard. Input/collate data as appropriate and populate relevant KPI/SLA tools for Monthly/regular audits, producing reports as appropriate.
  • Embrace new team structure, roles and responsibilities. Working together with your colleagues across the Estate to ensure Teams approach to all changes.
  • Assist with Health and Safety for your office and ensure all actions and tasks arising from office risk assessment, DSE assessments etc are completed. Ensure appropriate documentation is provided including RAMS/COSHH etc.
  • Work with your team, SFM Management team, Health & Safety Manager and Sustainability Manager to input/collate data into appropriate systems, as required, updating relevant tools e.g. ePims etc and assist/produce data for reports to appropriate deadlines.
  • Understand your offices budget and support your FM and Finance Manager/team with the preparation of monthly reporting, forecasting, end of year reports, budget submissions etc
  • Carry out ad-hoc duties and Projects as instructed by Facilities Manager and management team
  • Cover for Front of House and / or Facilities Manager as required
  • Ways of working
  • Ensure consistent levels of service are provided to the office.Fully embrace the team ethos ensuring that your role is covered, and the team can operate effectively during times of absence. Explain clearly to customers what can be done.
  • As part of the team be aware of, and consider, the impact of Department initiatives and how they may impact your office.Assist in supporting implementation locally, providing constructive feedback as appropriate to contribute towards success.Remain positive and focused on achieving outcomes despite setbacks.
  • Help colleagues, customers and corporate partners to understand changes and why they have been introduced.
  • Promote adherence to relevant policies, procedures regulations and legislation, including equality, diversity and health and safety.Ensure that recognised control procedures and practices are maintained.
  • Identify common problems or weaknesses in policy our procedures that affect service and proactively escalate these.
  • Establish excellent relationships with key stakeholders within but not limited to the department, the FM affiliated cluster and external service providers.
  • Good interpersonal skills, with the confidence to work effectively with diverse groups of people at all levels, internally and externally.
  • The ability to build productive relationships is a key element to the success of the role.
  • Take responsibility for the quality of own work and seeking opportunities for improvement through continuous learning.

Skills and experience required:
This is a diverse role which requires an individual who will be key to the daily operations of their Estate team and will require to have already a Security Clearance (BPSS; CTC or a recent Disclosure Scotland) in place as well as the following:
  • IOSH/Nebosh
  • Level 3 BIFM
  • Trained DSE Assessor
  • Trained in Manual Handling – if not in possession, we would expect the post holder to work towards these.
  • Proactive individual with significant experience in Estates and FM.
  • Proven successful experience of working with outsourced FM contracts, including successful monitoring of KPI's, and recognising when deliverable are not being delivered to the required level quality or standard and taking appropriate action (Previous experience in workplace Health and Safety including; office Risk assessments, DSE, etc.
  • Experience of delivering a first-class FM service within a large complex organisation with a proactive approach to continuous improvement.
  • Experience of producing and processing data for Estates budget, forecasting, year-end reconciliation, preparation of estates budget submission
  • Excellent team player, also able to act on own initiative
  • Excellent communication skills, in both oral and written forms.
  • Excellent data entry skills with attention to details and accuracy including numerical skills in using ARIES and excel spreadsheets Ability to deal effectively with various levels of management.

Start Date: 17 Jun 2019