Assistant fm
Purpose of the role (TO START ASAP)
The Assistant to FM position will seek to ensure that the St George's, University of London (SGUL) main sites are managed in a consistent and professional way ensuring that they are always available for the use as a an educational, research and office environment. Work with the FM team and wider management team to deliver SGUL standard services to the building occupants while ensuring statutory compliance with all building related activities. The post holder will be required to:
· Assist the Facilities Manager in the delivery of essential office and support services within the SGUL property portfolio
· Deliver soft building services within the Educational Research and Office elements of the SGUL Property Portfolio, developing relationships with a range of stakeholders.
· Ensure that structural and operational aspects of the portfolio are maintained to provide a safe and fit for purpose working environment to the appropriate standards and while maintaining asset value
· Carry out a range of QA monitoring, whilst implementing new processes and procedures
· Offer an additional support service to areas of the business in matters relating to Facilities and Property Management
· Act as the deputy to the Facilities Manager and to contribute positively to the wider SGUL management community.
Key deliverables:
· Understand the specialist risk and compliance health and safety requirements of the customers business and meet those needs accordingly and advise the Facilities Manager of potential failure and solutions for remedial action
· Support the requirements of operational business needs as appropriate
People:
· Establish credibility and respect with all site personnel and within the wider SGUL management community.
· Ensure that communication is a two way process and sharing of knowledge is routine
· Help set clear objectives and targets for all the FM contracts
· Encourage innovation and ideas regarding service improvements from all staff
Operations:
· Assist the FM in managing the day to day running of FM services to include;
- Team Administration
- Contract management of contracted services
- Helpdesk
- Reception / Switchboard
- Postal services (Building)
- Cleaning and soft services provision
- Site Security
· Develop and manage KPI's / SLA's for all services provided to and by the FM team.
· Develop and manage all Quality Assurance processes for all services provided to and by the FM team, including supplier / service scorecards and audits.
· Involvement in the development and management of departmental procedures, security assignment instructions, Business Continuity Plans, succession plans, emergency and fire plans
· Ensure building records are maintained and accurate at all times.
· Ensure SGUL information relating to the premises and department is current and appropriate.
· Management and production of E&F; monthly reporting,
· Development and maintenance of E&F; intranet site
Health & Safety and Environmental Management
· Ensure the Site is safe, fit for purpose and legally compliant (in conjunction with the Health, Safety and Environment Manager, FM team and SGUL Management)
· Ensure that all the Sites Health and Safety and environmental requirements are being met and records are up to date (in conjunction with the Health, Safety and Environment Manager
· Ensure SLA's for all areas of direct and indirect responsibility are met and ensure these are monitored measured and improvement plans put in place where appropriate.
Key competencies
Commercial Awareness:
· To be conscientious when dealing with supplier relations
· Be financially aware at all times
· To be diligent in monitoring costs and to validate invoices and supplier reports.
· To report areas of cost savings or concerns to line management
Customer Management:
· Customer focused at all times
· Makes a positive first and subsequent impression
· Builds effective relationships with suppliers and site staff
· Confident to suggest and deliver solutions and take ownership
· Not easily deterred!
· Relaxed and approachable style
Operations:
· Professional with high standards
· Plans and organises effectively
· Flexible in approach, adapts solutions to fit SGUL's needs
· Attention to detail
· Strong at problem solving
Personal attributes:
· Honest
· Practical
· Sense of humour
· Organised
· Determined and self sufficient
· Team player
· Quick learner
· Able to liaise at all levels
· Motivated and enthusiastic
Qualifications and experience! NEEDED!
· 2 years FM and building services contract management experience within an office and technical (research, manufacturing) operation. HE experience not essential.
· Member of British Institute of Facilities Management
· Computer literate and experienced in MS office applications
· Experience of developing new ideas and implementing them
Email: Jade.Channer@Hays.com
Phone: 02072598721
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