Finance & Business Support Manager

JOB DESCRIPTION

Job Title: / Facilities Officer
Date: / July 2017
Department: / Finance & Business Support
Line Manager /

Finance & Business Support Manager

Grade / Pay Scale /

£22,440 pro rata per annum

Location: /

Head Office and Refuge Accommodation

Status: / Permanent, Part Time – 30 hours per week (4 or 5 days per week)

Job Purpose

Scope of Job – Main tasks, duties and responsibilities

To be responsible for the long term and short term planning, implementation and high quality delivery in relation to Property Management, Facilities and Health & Safety.
Accountable for hard services such as replacing lighting, repairs interiors, plumbing and wiring and soft services such as insurance, cleaning, waste disposal.
With support from an outsourced Health & Safety Consultant, undertake an efficient and effective management of Health & Safety across The Haven Wolverhampton, providing expert advice, guidance and promoting pragmatic approach to Health & Safety issues in line with legal obligations
To review Property Management and Health & Safety policies and procedures and drive a Health & Safety culture through staff induction, workshops/briefing and coaching.
To facilitate and oversee contract arrangements in place with The Haven Wolverhampton including facilities management and Health & Safety.
Property Management

Be responsible for liaising with staff, volunteers and contractors regarding property issues and incident reporting
To develop and plan a maintenance programme for The Haven Wolverhampton and ensure its timely delivery.
To be the main point of contact for all maintenance and property management related visits.
To be the main point of contact for the reporting and monitoring of all repairs with Midland Heart properties.
To ensure operational, planned and reactive activities are effectively planned, scheduled, undertaken and documented on time and in accordance with regularly and statutory compliance.
Research and record the contents at each property and their condition through a detailed Asset Register and ensuring this is regularly updated.
Ensure that procedures relating to maintenance and incident reporting are in place and disseminated to all staff.
To ensure properties are maintained to highest quality and that appropriate insurance and annual maintenance plans are in place.
To manage the Masker Keys in line with the Master Keys policy
Compile repair and maintenance costs information
To organise, manage and review external services such as cleaning, recycling and waste, window clearing, photocopier, alarm systems, repairs and renewals and building maintenance.
Assist in procurement and purchasing process for facilities management contractors and any other external services as directed by the line manager.
To manage facilities management contracts, relevant suppliers to ensure contract compliance and best value.
Maintain accurate records or work completed and associated financial costs.
Liaise with suppliers, research procurement of goods and services and arrange the provision of office materials and equipment to all sites.

Health & Safety

To working with the outsourced Health & Safety consultant to ensure The Haven are meeting its legal and compliance requirements for Health & Safety.
To ensure Health & Safety policies and procedures are up to date and disseminated to all staff.
To provide appropriate information, resources and support on Health & Safety issues.
To maintain The Haven’s central Health & Safety file and relevant files at each location
To act as Lead Fire Marshall for Head Office, making sure all weekly and monthly tests are carried out at all sites, arranging annual training for fire marshals.
To co-ordinate 6 monthly and annual checks of all firefighting equipment and fire alarm monitoring
To ensure annual Fire Risk Assessments are conducted across all properties and ensure recommendations are carried out by a contractor or landlord.
To co-ordinate and record Health & Safety Checks across all properties – this includes room and communal check in Refuge/Accommodation Services.
To ensure sufficient qualified First Aiders Training is up to date and remote workers have individual arrangements.
To ensure First Aider equipment and supplies are current.
To ensure accident / incident reports are completed and improvement actions are taken.
To trace and trend accident and near miss rates to drive continuous improvement.
To provide training to support both Health and Safety compliance and improvement.
To produce reports, bulletins, toolbox, talks to staff and manage all communication relating to Health & Safety.
To keep Senior Management Team and Service Governance Sub-Committee informed of Health & Safety matters including new legislation and how this may impact the organisation.

General duties and responsibilities

To undertake such other duties, training and/or hours of work as maybe reasonably required, and which are consistent with the general level of responsibility of this job.
To have personal responsibility for maintaining personal and professional development to meet the changing demands of the job and The Haven, by undertaking appropriate training and development activities. This includes encouraging and supporting staff and managers in their training and development.
To undertake any health and safety training and related activities such as First Aid, Fire Marshall, Duty Hold, Health & Safety representative etc. as required for the post and as required by The Haven Wolverhampton to ensure their Health & Safety Policy is implemented effectively.
To ensure equality of opportunity both in service provision and employment, having regard to the needs of the diverse communities we serve.
To act in accordance with the organisations standing orders, financial regulations and financial procedures.

To supervise and support volunteers and placement as required
To comply with legislation and The Haven’s policies including Confidentiality, Information Sharing, Data Protection, Computer Security, Safeguarding vulnerable adults and children, and Human Rights.
To undertake any other duties commensurate with the grading of the post subject to reasonable adjustment under the Equality Act.
To support hostel staff in ensuring the well-being of residents and their children working directly with our client group, including working within the hostels if required using the skills associated with the job.
The duties of the post may change and develop from time to time in the light of new legislation, The Haven’s Policies, organisational development and social trends. Such development will be monitored in conjunction with the Chief Executive and will be reflected as necessary in the aims and objectives of the post.

Special Conditions (if applicable e.g. unsocial hours, extensive travel etc.)

Able to work unsociable hours on occasions if required to undertake internal Haven activities or external continued professional development activities.
The roles requires travel to all of The Haven’s seven premises across Wolverhampton.

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Signed (Job Holder):
Print Name: / Date:

PERSON SPECIFICATION

The person specification provides a list of essential and desirable criteria which a candidate should possess to be able to perform the job. Each of the criteria listed below will be measured through one or a combination of the following: A = Application form; I = Interview; D = Documentation; R = References; T = Test.

FACTORS / ESSENTIAL / DESIRABLE / HOW IDENTIFIED
Experience /

Experience of managing premises and facilities management
Experience of project management and coordination of work by contractors
Experience of corporate procurement and purchasing practices.
Experience of Health & Safety legislation and good working practices including risk assessment and fire management regulations
Experience of managing budgets

Experience of working within the voluntary/charitable sector.
Experience of supervising and supporting staff/volunteers/placements

/ A
I
R
Knowledge & Understanding /

Knowledge of corporate procurement and purchasing practices.
Knowledge and experience of Health and Safety legislation and good working practices including risk assessment and fire management regulations.

Knowledge of understanding the needs of victims of domestic violence.
Knowledge of the voluntary / charitable sector

/ A
I
R
T
Skills & Abilities /

Excellent numerical competencies and ability to manage and review budgets.
Excellent skills in project management and communication with the ability to demonstrate excellent analytical and creative problem solving abilities in a business environment.
Ability to collect and review performance management information with a view to ensuring continuous improvement is achieved within the Service.
Demonstrate excellent communication skills both verbal and in writing including report writing skills.
Have proven interpersonal skills. Negotiation and persuasive skills when dealing with staff, volunteers, service users, contractors, public figures and representatives from other agencies.
Good ICT skills including knowledge of e-commerce to meet efficiency and cost benefits.
Demonstrate a flexible approach to work in order to adapt to changing priorities and ability to work on own initiative.
Ability to apply professional judgment to solve complex problems to achieve outcomes to support the organisational objectives.
Ability to write reports and presentation
Ability to establish effective working relationships with internal and external stakeholders.

Knowledge and awareness of environmental issues.

/ A
I
R
Qualifications & Training /

Degree level in facilities management, or business studies or relevant professional facilities qualification BIFM
Relevant professional Health & Safety qualification NEBOSH, ISOH

Membership of relevant professional association (e.g. British Institute of Facilities Management, Royal Institution of Chartered Surveyors, Institute of Purchasing)

/ A
I
D
Other Special Requirements /

Able to work unsociable hours on occasions if required to undertake internal Haven activities or external continued professional development activities
Be committed to the aims and objectives of The Haven Wolverhampton in supporting women and any dependent children who are homeless through reasons such as domestic violence.

/ I