Soft Services Manager

Job summary

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

The Facilities Management Department (FMD) at Colindale is responsible for the operational running of the site delivering a wide range of services including catering, cleaning, waste management, pest control, grounds maintenance, front of house, stores, and porterage. The engineering function comprises maintenance, validation and calibration of assets, as well as repairs and capital work. Delivery of these services plays a key role in keeping the site fully operational and able to deliver UKHSA’s core mission, delivering health security for everyone. Adopting the guiding principles of engineering excellence, FMD strive to contain and control risks associated with assets, infrastructure and critical equipment on the estate.

This approach provides the assurance to senior management that engineering works are carried out in a safe and secure manner, engineering solutions are sustainable and expenditure is controlled, and that all works are carried out to meet regulatory and compliant standards.

FMD engages with the site stakeholders over current and future engineering requirements to ensure the engineering function supports the needs of the business. The function embraces all engineering aspects from the supply of utilities, provision of environmental conditions to meet the regulatory/compliant (HSE, MHRA, FDA, DEFRA, Home Office and needs of external customers) for high containment and general research laboratories, pharmaceutical production facilities, cell culture storage facilities and general offices, through to minor/major servicing, validation, calibration and the installation of specialised laboratory/process equipment.

Job description

The Soft Services Manager will report directly to the Head of Site Services and play a key role in ensuring all soft FM service needs across the Colindale site are delivered effectively and consistently.

The post holder will work closely with on-site service providers to maintain soft FM standards, identify areas for improvement, and ensure that regular audits are completed.

The Soft Services Manager will also support financial accountability, contract management, and effective communication with key stakeholders to balance operational space requirements with wider estate planning.

The Soft Services Manager will assist the Head of Site Services in financial accountability and contract management.

The post holder will play a key part in communicating with key staff around site to balance their requirements for operational space along with the overall estate plan for the site.

Detailed job description and main responsibilities

• Ensuring consistently high standards of soft FM service delivery are maintained across the Colindale site.
• Assisting in the development and review of soft FM operational schedules and service plans.
• Contribute to tenders for the delivery of sub-contracted soft services on site.
• Assist in the formulation of the operational processes and procedures for business continuity planning to cover the range of FM soft services across the
  campus.
• Approve any soft services purchase orders, making necessary checks when appropriate.
• Chair the Food Forum Committee meetings ensuring participation with contracted services and representatives from across the campus.
• Liaise with FM Finance Support Officer and Finance Business Partner to manage all utilities bills for the site, including water and sewerage from a private
  water provider.
• Ensure robust contract management procedures are adhered to at all times for all FM soft services.
• Participate in the Fire Safety Group meeting and ensure the soft services teams are fully briefed and trained in site-specific evacuation procedures, reviewing and updating these regularly.
• Lead an Accommodation Strategy Group to ensure office space and operational requirements are communicated effectively and aligned with site planning.

This list of duties is not exhaustive.

Person specification

Essential Criteria:

• Educated to degree level in facilities management or equivalent level qualification or significant experience of working at a similar level in specialist area.
• Significant successful facilities management experience in a demanding environment, particularly in design and operations of scientific facilities, including experience at senior management level.
• Significant experience of running FM services through both NEC and CCS contract models.
• Management / supervisory qualification or demonstrable equivalent experience within a similar role.
• Must be able to provide and receive highly complex, sensitive or contentious information; negotiate with senior stakeholders on difficult and controversial issues, and present complex and sensitive information to large and influential groups.
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems

Desirable Criteria:

• Full membership of appropriate Professional Body e.g. CMI, CIBSE, BIFM
• Significant knowledge of estates, facilities and building management systems, their implementation and management, e.g. CAFM, Planet, Maximo
• Emergency Planning experience.
• Comprehensive experience of project principle techniques and tools such as PRINCE2 and Managing Successful Projects.
• Previously responsible for managing a large budget spend, involved in budget setting and working knowledge of financial processes.
• Problem solving skills and ability to respond to sudden unexpected demands.
• Demonstrated capability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly.
• Must be able to prioritise own work effectively and be able to direct activities of others.
• Working knowledge of Microsoft Office with intermediate keyboard skills.
• Adaptability, flexibility and ability to cope with uncertainty and change.
• Professional calm and efficient manner able to demonstrate a strong desire to improve performance and make a difference by focusing on goals.

Benefits

Alongside your salary of £46,310, UK Health Security Agency contributes £13,416 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 pride ourselves as being an employer of choice, promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce. UKHSA's ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of o