24.43 Senior Workplace & Facilities Manager

The Senior Workplace & Facilities Manager is responsible for proactively managing and supporting the delivery, maintenance, performance and continuous improvement of DBS Facilities and Estates, Health and Safety and the implementation of effective business continuity arrangements.

You will support all DBS business areas to maintain a One DBS approach to Workplace, Facilities and Health, Safety activities. Providing Line Management of associated functions within the DBS Facilities portfolio including Stephenson House in Darlington & Shannon Court and 1 Tithebarn Street in Liverpool.

You will provide subject matter expertise (SME) providing policy, procedures, advice and guidance to all key stakeholders, (including DMT & SLT) on: Facilities & Estates management & development, Workplace supplier and contract management, Health and Safety ensuring that appropriate policies and procedures are available and accessible.

You will manage and develop your team; working with them to assure compliance relating to policy, procedure, and guidance. Taking action to improve compliance, operational efficiency, and the policy framework. Recording and managing risks and issues up the Governance chain, regularly collaborating closely with various internal and external stakeholders.

Support the Workplace and Facilities direction of DBS, balancing business needs with the imperatives to maximise value for money and efficiency and achieve the DBS strategy of making DBS a modern workplace, with a talented and diverse workforce who are empowered to do their jobs and to fulfil their public duty., Lead and effectively manage a small Facilities, Workplace and Health & Safety team. Applying own knowledge and experience to develop the team and deliver the work. Provide motivation, engagement and support; recognising the contribution that individuals make and encouraging a working culture which promotes a healthy, safe and inclusive environment.

Support the management of a budget of approx. £2m by ensuring all financial management controls are in place to ensure timely payment of Invoices, Direct Debit or Standing orders for rent, business rates, service charges etc. Procure goods and services required for Workplace, Health and Safety and reasonable adjustment.

Build strong collaborative, professional working relationships both within your team, with other teams across DBS, to provide the continued level of support needed across the DBS estate. Proactively lead all work tasks through clear and effective direction, delegation and sound decision making. Supporting and participating in a culture of continuous improvement.

Facilities Management

• Ensure that DBS has appropriate FM arrangements in place across all sites, by monitoring and managing the successful performance of FM and workplace services contract delivery.


• Review FM and workplace performance with suppliers and service providers via regular stakeholder meetings



• Ensure that required workplace furniture and equipment is procured within current commercial and VFM guidelines. Providing oversight and continual feedback to all concerned parties.


• Provide support and act as SME to any workplace, or associated, projects and initiatives.


• Day to day management of Estates, including understanding the impact of estates requests such as relocation; reconfiguration and lease expiry activities, including disposals.


• Provide clarity and manage expectations of staff and stakeholders around what will be delivered and when.


• Monitor and review procedures and compliance agreements to ensure that contractor and partners are achieving their agreed facilities SLAs.


• Retrieve sustainability reporting data to ensure DBS meets its responsibilities for both sustainable FM provision and associated reporting.


• Effectively lead, manage and develop the Facilities Management team activities across all sites


BCDR

• Understand and enact DBS BCDR and Denial of Building Plans, including activation and escalation plans


• Support the Management and maintenance and testing of the arrangements for business continuity and disaster recovery in relation to the estate.


• Utilise and support Gov.UK Notify dashboard and messaging as and when required.


Health and Safety

• Ensure that the business complies with the 1974 Health and Safety Act and subsequent legislation.


• Manage the preparation and documentation for the Local H&S Forum and reporting to the DBS Health and Safety Forum to ensure that appropriate actions identified are completed, in line with agreed timescales.


• Conduct assurance and compliance activities to ensure to health and safety of staff within Stephenson House & Shannon Court,


• Ensure VfM and compliance is maintained with current financial guidelines in respect of H&S procurement and budget.


• Ensure first aid needs assessment is regularly monitored and reviewed.


• Co-ordinate first aid and fire marshal training and ensure documentation is constantly updated.



• Ensure necessary advice, support and training is provided to ensure business areas maintain a safe and healthy workplace.


• Attend HSF meetings, maintaining the action log and ensuring all attributed actions are monitored and completed to timescales.


• Maintain the accident and incident reporting, including reports to RIDDOR in line with procedures and ensuring that investigative follow-up action is taken upon notification of report.


• Provide advice, guidance and support regarding DSE assessments, PEEPS and NEMRA


• Support the production of DBS, function-based, H&S risk assessments, and subsequent action planning, providing SME advice and review. Maintain a central record of assessments produced


• Manage the timely provision of specialist equipment to meet DSE recommendations, providing staff and managers with updates and escalating any issues in the event of supply issues., For all candidates who are successful at the initial sifting stage, you will be expected to deliver a 5 minute presentation to the panel followed by a panel based interview assessing the following behaviours:


• Making Effective Decisions


• Working Together


• Seeing the Big Picture


• Delivering at Pace, UK nationals


• nationals of the Republic of Ireland


• nationals of Commonwealth countries who have the right to work in the UK


• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)


• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)


• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020


• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
  
  Ability -


• Adaptability to manage changing priorities and tight deadlines


• Clear demonstration of FM skills in both meeting customer needs and managing supplier relationships


• Use of Microsoft Office Applications (Outlook, Excel, Teams etc) to support work outputs.


• Ability to work on initiative within a wide ranging but structured environment;


• Undertake physical tasks such as moving and handling of furniture & equipment, workstation assessments and inspections and risk inspections of buildings and premises


Experience -

• Experience in customer relationship management and stakeholder liaison


• Understanding workplace analytics & data; translating it into insights when making decisions about the workplace.


• Understanding and complying with statutory, regulatory and professional requirements


Technical -

• Health and Safety Qualification - IOSH Managing Safely


• First Aid at work certificate (or willing to undertake certification)


Desirable criteria

Experience -

• Commercial experience gained within a property, facilities management or similar function.


• Experienced in a property, technology or similar complex function


• Exposure to a range of projects or design implementation.


Technical -

• A recognised qualification in Facilities Management at a minimum of Level 5 or willingness to work towards IWFM qualification


• Membership of a relevant professional body e.g. RICS, IWFM, ICE, CIOB or equivalent


• NEBOSH General Certificate in Occupational Health & Safety or NEBOSH Fire Certificate or willing to work towards., Health and Safety Qualification - IOSH Managing Safely


• First Aid at work certificate (or willing to undertake certification), Managing a Quality Service


• Making Effective Decisions


• Working Together


• Seeing the Big Picture


• Delivering at Pace, Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Alongside your salary of £38,700, Disclosure & Barring Service contributes £10,449 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

The DBS offers a number of excellent benefits for its employees. These can include:

• Generous annual leave entitlement


• Excellent maternity, paternity and adoption schemes (after a qualifying period)


• Commitment to the health and wellbeing of our employees


• Employee Assistance Programme


• Flexible working opportunities


• Eyecare voucher scheme


• Occupational Health Service including referrals for counselling and physiotherapy


• 24/7 Counselling and Wellbeing Service


• A Civil Service Pension with an average employer contribution of 27%


The DBS vision and purpose is to make people safer by being a visible, trusted and influential organisation, providing an outstanding quality of service to all our customers and partners, where our people understand the important safeguarding contributions they make and feel proud to work here. To do this, the DBS is committed to being an employer that is able to attract, develop, retain and engage diverse talent that is representative of the communities we serve, and to be an organisation providing outstanding service to all our existing and new customers, who are diverse and have a range of different needs. We want all our staff to be able to bring their 'whole self' to work.

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