Soft Facilities Manager

Job summary

This is an exciting opportunity to join the team at RAF Wyton as the Station Soft Facilities Manager and Catering, Retail and Leisure Contract Supervising Officer. This post is a key position within the Total Facilities Management Team (TFM), supporting the effective delivery, assurance and performance management of contracted soft facilities services across the Station.

The role requires a highly motivated individual with strong communication skills and the ability to liaise considerately but effectively with numerous industry partners. Working closely with the Station, Lodger Units, Defence Infrastructure Organisation, Air Command and industry partners, the successful candidate will help ensure contracted services are delivered to the required standard, support evolving station requirements, and act as a key point of contact for soft facilities management matters.

The focus of this engagement is on developing excellent working relationships with the wide range of stakeholders who support the Station. This role would suit someone with commercial experience, who is organised, confident in engaging with others, able to lead with a clear vision and minimal supervision, and capable of independently prioritising multiple tasks in a busy operational environment.

This role is advertised at 37 hours per week (unless part time).

Job description

Main Responsibilities:

As part of the TFM Team you would be responsible for leading, coordinating and directing all activities associated with the Technical Service Support, Soft FM and Catering, Retail and Leisure (CRL) activities across the Station including, but not limited to, the following tasks:

• All activities relating to contract monitoring including day to day observation, recording and reporting of contracted outputs. These outputs are focused on both quality and quantity of the Technical Service Support Contract, ensuring delivery, performance standards and key performance indicators are fully complied with.
• Reporting any unsatisfactory performance to the HADES Role Office and Defence Infrastructure Organisation (DIO).
• Preparation of Requests for Amendment (RFA) and Requests for Contract Action (RCA), ensuring contracts are amended accordingly and in a timely manner.
• Day to day monitoring of contracted outputs, for both quality and quantity in accordance with DIO requirements.
• Responsible for ensuring that all complaints reported on customer feedback forms are correctly staffed through the process, and that observations or complaints are correctly investigated and responded to effectively.
• Incident and Fault reporting.
• Attend progress meetings in relation to all CRL and technical support activity, as required.
• Assist in the preparation of related documents for follow-on contracts.
• Act as the liaison point and subsequent management of RAF Wyton Memorandums of Understanding/Service Level Agreements/Parenting Statements with all lodgers and maintain a record of establishment figures for the whole station.
• Act as point of contact for lodger unit queries regarding support provisions. Identify the necessary amendments and costs to parenting for units moving in/out of Wyton.
• Act as the virtual procurement card holder for HESTIA services which are available under the contract. Ensuring all approvals and documents are accurately recorded.

In DI our people solve problems, create understanding and give perspective to the diverse and complex Defence threats and challenges in a rapidly changing world. Together our civilians and military personnel inform decision making in Defence, manage complex finance programmes and develop new technology.

In DI we believe your unique experiences, view and understanding of the world could provide a vital perspective and contribution to our work. We recognise that great minds do not think alike and are striving to increase our diversity representation at all levels. As an equal opportunities employer we hire, train and promote people based on merit and inspire to create an inclusive workplace free of discrimination. We may also offer flexible working arrangements such as flexi-time, job share and compressed hours.

All jobs advertised in DI are subject to fair and open competition.

Person specification

The role requires an individual with strong leadership skills. The ability to be decisive yet personable, with an ability to manage their staff considerately is essential. The successful candidate will be one who is able to identify and encourage personal and professional development of the team.

Essential criteria:

• Previous commercial knowledge and experience.
• Experience of managing or monitoring service delivery, contracts, suppliers or facilities-related outputs and associated Key Performance Indicators (KPIs).
• A clear understanding of Quality Management.
• Customer service experience.
• Strong organisational skills, with the ability to manage competing priorities and maintain accurate records.
• Effective communication and stakeholder engagement skills, including the ability to work with a range of internal and external partners.
• The ability to identify issues, investigate concerns and support practical resolutions, with a proactive approach to problem solving and continuous improvement.
• A good understanding of governance, assurance or compliance requirements within a structured working environment.

Desirable criteria:

• Experience of managing Defence contracts
• Experience of working within MOD, industry partners or contracted service providers.
• Knowledge or experience of HADES, HESTIA or similar facilities management contracts.
• Line management experience.

Due to the nature of this role, a minimum of 80% office attendance is required. There may also be occasions where, due to business needs, 100% office attendance is required.

Behaviours

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Leadership
• Managing a Quality Service

Benefits

Alongside your salary of £37,720, Ministry of Defence contributes £10,927 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

We offer a range of excellent benefits including but not limited to the following:
• All successful candidates will be eligible to join the Civil Service Pension Scheme with an average employer contribution of 28.97%.
• Leave entitlement – 25-day annual leave allowance per year increasing by 1 day per year (maximum 30 days per year). In addition, 8 statutory Bank Holidays and 1 privilege day per year.
• Complementing our generous annual leave allowance, we also have a flexible working scheme.
• Additional working pattern options – we have a strong culture of flexible working and encourage all employees to have a healthy work/life balance. We offer a wide range of potential working patterns, including part time, job share and compressed hours. These need to be balanced with business needs so they will vary from job to job. If you would like to know more, please speak to the Recruiting Line Manager.
• Professional Development – We are committed to your continued professional and personal development with learning as one of our core values.
• Health and Wellbeing – for a small fee we offer the staff the use of the exceptional site gymnasium facilitiesWe