SharePoint Version Number: 0.4Author

SharePoint Reference Number:52768Jess Stone

ALLPAY LIMITED

JOB DESCRIPTION
Owner / HR Manager / Date Created / 28/01/2010 14:48:00
Classification Level / Restricted / Template Version / General Form v1.4

1.JOB IDENTIFICATION

Job Title: FACILITIES MANAGER
Responsible to: HEAD OF FACILITIES
Department(s): FACILITIES

2. JOB PURPOSE

To provide the essential management and leadership for the overall management of allpay facilities and infrastructure at the allpay Limited Whitestone site.
To provide Facilities Management guidance to Kingstone DR site management team. To provide professional, efficient and customer focused core facilities support and maintenance services to allpay.
Provide and implement Contractor management with specific emphasis on Health, Safety and Environmental controls.
3. DIMENSIONS
To maintain cost control for allpay facilities. To manage relevant costs to include maintenance and support contractsand to ensure value for money solutions are sought and implemented, where possible. (Total costs in excess of £80,000)
Communicate with all departments with special regard to site security and health safety and environmental management.
Manage Internal and external communications with third party suppliers and utilities companies.
Responsible for managing 4 members of allpay staff and regular service contractor staff.
Responsible for financial costs in terms of value to the business (£5.0M)
Required toapply specialist knowledge & inputs into the evaluation of the VFM (Value for Money) of Quotations and Invoices for Emergency (ie. un-quoted) services. Also assessing the viability of Projects and Improvement exercises in their initial stages.
Negotiate maintenance and other support contracts to ensure optimum cost and quality services are provided to satisfy allpay requirements.
To assist the Operations Director in the procurement of overall optimum support and services for the allpay Limited business.

4. ROLE OF DEPARTMENT

The Facilities Management team is responsible for delivering a range of comprehensive services to allpay to include offices, buildings, Health and Safety and to ensure allpay remains compliaint with legislative safety standards.
Maintains the buildings internally and externally through cleaning, installation, repairs and general maintenance.
Ensures the smooth running of various systems throughout the buildings to include; fire alarm systems and services, security systems and support contracts, all air conditioning systems, all water services and drainage.
All electrical distribution systems and incoming supplies, backup generators and fuel systems, lighting installations are all managed and maintained and satisfy regulatory requirements
Pneumatic systems and compressed air distribution for production. Ensures compliance with pressure regulations.
Manages the Grounds maintenance, roadways and landscaping requirements.
Manages and ensures allpay vehicle fleet is regularly maintained and serviced and complies with regulatory standards.

5. KEY RESULT AREAS

Facilitate day-to-day arrangements for regular maintenance and repair tasks across all Facilities Management operations whether by internal employees or external contractors. To include arranging for general maintenance of office equipment, furniture, fixtures and fittings, the refurbishment and decoration of the buildings as necessary. To ensure full service provision is maintained to the highest possible standard at all times.
To organise the arrangements for in-house services such as Portable Appliance testing and externally managed contracts such as the heating and ventilation systems.
To manage the Facilities Management Team including contracted cleaning personnel, ensuring that
all buildings/rooms are maintained to a high level of cleanliness and requests are actioned in a timely manner.
Investigate and respond accordingly to any reports of faults, breakdowns to facilities and call out contractor if required: and oversee work done.
Liaise with external contractors to ensure Facilities Management operations are delivered in accordance with Service Level Agreements, Key Performance Indicators, relevant ‘good practice’ guidelines and/or current legislation.
To ensure that effective and appropriate Health and Safety policies and procedures are in place which meets legal requirements, best practice and organisational objectives.
Maintain Health Safety and Environmental records for inspection by Emergency Services and Environment Agency officials and ISO system auditors.
Provide proactive guidance to all employees on matters relating to fire, health & safety and Risk Assessments in order to reduce the risk of work related injuries and to promote and ensure a healthy, safe and positive working environment.
Assist with the management of Workstation Risk Assessment programmes for all employees, to include follow-up and ongoing monitoring of individuals identified at risk.
Responsible for the day to day management of a group of staff including work allocation, performance/attendance issues and appraisals. Manage and develop direct reporting staff.
To manage and monitor the effectiveness of service level agreements between Facilities Management and allpay customers.
Manage organise and control the activities of support and maintenance contractors for all site services.
Establish and maintain appropriate systems for measuring performance aspects of facilitiesmanagement.
Monitor, measure andreporton facilitiesissues, opportunities and development plans and achievements within agreed formats and timescales.
Liaise with other functional/departmental managers so as to understand all necessary aspects and needs of facilities development, and to ensure they are fully informed of objectives, purposes and achievements.
Maintain awareness and knowledge of contemporary facilities development theory and methods and provide suitable interpretation to directors, managers and staff within the organisation.
Ensure activities meet with and integrate with organisational requirements for quality management, health and safety, legal stipulations, environmental policies and general duty of care.
Responsible for overseeing the Site Engineer and their associated duties.
“The post-holder will be required to undertake such tasks as may be reasonably expected within the scope and grading of the post”.

6. ADDITIONAL KEY DUTIES

Primary Key holder:
Prepared to give advance notice of availability 24/7.
Ability to liaise with Alarm Company and Police in an effective and Professional way.
Ability to supply telephone support to Internal Security Team.
Prepared to come to site 24/7 to deal with (but with available support from others) unknown site events.
Environmental, Health and Safety management support for ISO standards
Carry out the initial development of new procedures, assessments and compilation of Registers etc. Also be active member of various Committees by giving advice, guidance and recommendations. Be able to handle External Auditors, Inspectors and Legislators on planned and un-notified visits.

7. KNOWLEDGE, TRAINING, EXPERIENCE & SKILLS REQUIRED TO DO THE JOB

Ideally a degree qualification in management and/or training in engineering
Membership of an appropriate Engineering institute
Relevant H&S and Environmental management qualifications
Considerable knowledge and referenced experience of buildings services management and technical resource.
Excellent communication skills at varying levels with the ability to liaise with other departments
Ability to work well under pressure and to determine priorities
Ability to work well without close supervision with the determination and persistence to complete challenging projects.
Ability to write clear and concise reports with excellent use of the English language
Ideally experience of team leadership and working with budgets
Knowledge of current legislative documentation relating to the job role and of relevant allpay policies and procedures.
Positive attitude and willingness to take on tasks as requested
Good IT skills
Flexible and adaptable to a changing working environment with the ability to work late when required.
8. JOB DESCRIPTION AGREEMENT
We confirm that this conveys a full and accurate description of the job as at 21.03.11.
Job Holder’s Signature:
Manager of Department Signature:
Director of Department Signature: / Date:
Date:
Date:

Classification LevelPage 1 of 4Date Printed: 21/03/2011 12:25:00

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