CHURCH MISSION SOCIETY

Post: Head of Facilities

Responsible to: Director of Finance and Corporate Services

Team: Facilities (Finance and Corporate Services Group)

Grade: G

Hours: Full Time (35 hours per week)

Introduction

CMS – We want the world to know Jesus.

CMS was founded in 1799 by William Wilberforce and others including John Newton. Since then, thanks to the generous and prayerful contributions of God’s people, we have helped support over 10,000 CMS people in mission in Africa, Asia, South America, Europe and the Middle East.

There is so much to share about the work of the CMS community. To find out more please visit our website at: www.cms-uk.org

Job Context

The Head of Facilities and his/her team are responsible for the management and maintenance of CMS House and for the provision of associated utilities and services. The team is also responsible for the management of bookings and facilities for the Conference Centre for both internal (CMS/tenants) and external users. The team also organises the maintenance of other CMS properties, including the Mission House and other houses occupied by employees or retired Mission Partners.

Purpose of Job

The role of Head of Facilities is to manage a full range of facilities owned by CMS, predominantly focussed on CMS House in Oxford, to be used flexibly for strategically driven services in relation to CMS’ vision and values. This role requires someone to develop and build strong team relationships throughout the Organisation, as well as with the small team of direct reports. The aim is to offer a facilities service which is customer focussed, professional and unobtrusive. Delivery of a quality service, which will embody the level of hospitality and welcome consistent with the CMS ethos, is a primary performance measure.

Key Responsibilities

Conferencing and Reception

·  Line management of a team of 2 staff: Conference Centre Supervisor/Senior Receptionist and Assistant Receptionist

·  Ensuring team development to nurture a culture of welcome and customer service, whilst making sure tasks are completed

·  Giving “hands on” support to the team, providing cover on reception and help for major events happening in the building

·  Strategic support to the team in setting of policy and guidelines for the use of the building and for hiring of Conference facilities to include hire rates, publicity, balance of use by internal/external people etc

Facilities Management

·  Monitoring the contracted services for the supply of utilities (Gas, electricity, water etc) and selected cleaning services (windows, pest control, hygiene, refuse collection)

·  Arranging and supervising building maintenance contracts - Lifts, Air conditioning, fixed equipment electrical testing, Fire alarms, CCTV and other facilities - and minor repairs as required. Renegotiating contracts as needed, advising the Director of Finance and Corporate Services as required

·  Maintain the performance of building services, optimising maintenance regimes and proposing improvements

·  Liaise with existing tenants. Marketing of the surplus office space

·  Managing the other properties owned by CMS (2012: currently nine properties) which are let or licensed for occupation to employees and former mission partners, advising on maintenance as required

·  Manage the maintenance of the pooled car fleet

Health and Safety

·  Responsible for the co-ordination of Health & Safety policy for the whole Organisation, working with the support of consultants where required

·  Carrying out daily and weekly checks as needed, e.g. Fire alarm, water safety

·  Training First aiders, Fire wardens and overseeing Fire drills

·  Monitor International Travel Risk assessments

Other

·  Flexibility with working hours as required eg: co-ordination of some maintenance out of hours to ensure minimal disruption and communication with contracts

·  Manage the Facilities budget

·  Develop and apply Environmental and Ethical Policy in use of CMS facilities

·  Other reasonable duties as may be assigned from time to time by the Director of Finance and Corporate Services

Person Specification

Head of Facilities

Essential / Desirable
Qualifications / A levels or equivalent experience / A well recognised qualification in Health and Safety (IOSH)
Membership of British Institute of Facilities Managers at associate level or above
Experience / Experience of facilities management including identifying and monitoring external contractors
Demonstrable line management experience of teams working under pressure / Management of facilities and/or conferencing rooms within the charity sector
Experience of detailed budgeting
Experience of identifying operation scope and tendering of contracts
Skills and Abilities / Ability to organise own workload and to work on own initiative
Excellent relational skills
Strategic thinker
Clear and imaginative communication, both oral and written
Very familiar with Microsoft Office products including Excel
Knowledge & Understanding / Good general awareness of relevant legislation – e.g. Health & Safety at Work and Food Hygiene Regulations / Knowledge of the Charity Sector
Disposition / Able to work under pressure
Ability to negotiate and influence
Other / Current clean driving licence (limited UK travel)
Some flexibility needed in working hours around conferences with occasional earlier or later working as required
Available as one of a small group of employees for an out of hours contact should an emergency at CMS House arise
Committed to the ethos and values of CMS / Live within 30 minutes travel of CMS Office

TERMS AND CONDITIONS

Head of Facilities

Conditions, including but not limited to the below:

1.  The appointment is subject to satisfactory references, a satisfactory medical report and a probationary period of six months.

2.  Salary: The post is within Grade G of the CMS salary scale, starting at
£35,149 per annum. Salaries are reviewed annually.

3.  Expenses: Expenses incurred in connection with work in accordance with the regulations in force will be paid.

4.  Pension and Life Assurance Scheme: CMS offers a generous non-contributory personal pension scheme. CMS’s basic contribution is 10 per cent of the pensionable salary; in addition, CMS will match up to an additional five per cent should an employee contribute to five per cent. If an employee joins the pension scheme, they will also be enrolled into the life insurance scheme which provides a death in service benefit of four times the basic pay. Those eligible for pension rights under the Clergy Pensions Measures administered by the Church of England Pensions Board may continue to qualify for those rights.

5.  Work Base: This is an Oxford-based post and this will be the centre for the purpose of claiming travelling expenses if appropriate.

6.  Holiday Entitlement: Annual leave is 28 days (pro rata), of which up to 3.5 (pro rata) are to be taken between Christmas and New Year, plus statutory bank holidays.

7.  Notice: 3-month's written notice on either side is required for the termination of the appointment after the probationary period.

March 2012

Updated: December 2013