Facilities Management Team Leader (Ref: 23026)

Job summary

Job description

Role: Facilities Management Team Leader

Business: Office of Public Guardian (OPG)

Location: Birmingham

Grade: EO

Salary: £29,303 - £31,061

Contract Type: Permanent

Minimum Hours: 37 Hours – 5 Days a Week in office

Organisational Overview

The Office of the Public Guardian (OPG) protects people in England and Wales who may not have the mental capacity to make certain decisions for themselves, such as about their health and finance. We are an Executive Agency of the Ministry of Justice (MoJ), set up in 2007 following the introduction of the Mental Capacity Act of 2005.

OPG is responsible for registering lasting powers of attorney (LPA) and enduring powers of attorney (EPA) and supervising deputies who are appointed by the Court of Protection.

OPG is a fantastic place to work offering a range of development opportunities. The OPG is a disability confident employer and is committed to developing a supportive and inclusive environment that reflects the diverse community we serve.

OPG is currently delivering an ambitious transformation programme. This will change the way we provide services and help us meet the growing needs of our users, partners and our stakeholders. It will make sure our users experience a better level of support and will help us to respond to the changing needs of society. Transformation will ensure we can better support adults at risk and create high-quality services that are accessible and affordable.

Team Overview

The Facilities Management team plays a vital role in ensuring the organisation’s buildings and workplaces are safe, efficient, and fully operational. The team is responsible for the delivery of high-quality facilities services, including building maintenance, statutory compliance, health and safety, contractor management, and space management. Working collaboratively with internal stakeholders and external suppliers, the team supports business operations by maintaining well managed, compliant, and welcoming environments for staff and visitors.

Duties and Responsibilities

To oversee the day to day running of the Facilities Management Team (FMT), ensuring the business has the necessary support and services to deliver its key objectives.

• Support the facilities manager by providing effective team supervision and leadership qualities while maintaining aspects of the departments hard and soft facilities services.
• To lead, communicate and promote a strong work ethic within the team to maintain service delivery standards and business relationships.
• Maintain a high exemplorary profile of the team, promoting a culture of continuous improvement and excellent service delivery.
• Liaise with the relevant stakeholders to ensure the building facilities are maintained.
• Ensure the in-house helpdesk is managed and maintained to include monitoring of team rotas.
• Ensure contractors, suppliers and visitors are dealt with in a professional manner and are made aware of the relevant health & safety and security arrangements for the site.
• Ensure all documentation/spreadsheets are maintained and up to date in line with department policies and guidance.
• Work collaboratively with teams & team leaders across the business to promote closer professional working relationships.
• Report all health & safety issues to the Facilities Manager and the Health & Safety Team.
• Ensure building proximity passes are kept secure and are issued, monitored and controlled in accordance with departmental policies.
• Work to agreed targets and indicators, managing resources and using ICT systems to support your work.
• Manage contentious or sensitive issues, referring to your manager when necessary.
• Support the OPG Estates Manager/Estates Lead in maintaining OPGs ongoing tenancy arrangements at all it’s Midlands sites.

Due to the nature of the role

• Some out of hours work may be required at short notice
• Some travel to other OPG and MOJ sites may be required.

Responsibilities will include:

Team Leader

Be responsible for the day-to-day management of the FMT. Understand and act on all relevant HR policies; Conduct, Performance Management, Attendance etc.

Ensure staff are trained and equipped with the skills to carry out their duties’ providing the relevant developmental opportunities as appropriate.

Promote and raise awareness of the OPG values and the Civil Service success profiles. Encourage talent management using the PMR process, skills matrix and the success register. Provide on-going coaching and development to fully support the delivery of FMT functions.

Ensure that the team’s responsibilities are carried out effectively.

Liaise with other team leaders to improve performance and resolve any arising issues.

Work to agreed targets and indicators, managing resources and using ICT systems to support your work. Manage contentious or sensitive issues, referring to your line manager when necessary

Building Management

Liaise with relevant stakeholders to manage and resolve problems with building infrastructure as and when required maintaining positive and good working relationships including other tenants.

To arrange and monitor the services provided (maintenance, cleaning, etc) as per the lease/contract. Ensure that the department receives quality maintenance services following the appropriate escalation route if required.

Attend regular meetings with team leaders to discuss & resolve building related matters.

Monitor the performance and delivery of the Victoria Square House (VSH) Service Management Team and the Total Facilities Management (TFM) contract to ensure compliance against service level agreements, raising concerns/take action where issues are identified.

Promote a culture of excellent service delivery and continuous improvement

Liaise with colleagues to ensure that work is effectively managed, fostering good working relationships across all areas of the business and with contractors, stakeholders and business partners.

Proactively look for ways to improve the service delivery, and work with colleagues and your manager to suggest and introduce improvements.

Participate in evaluating and improving your own performance: regularly review your performance record to assess your strengths and areas for development, and work with your manager to identify learning opportunities.

Promote within the wider Estates/Facilities Management Team a culture of continuous improvement and excellent service delivery.

Team working

Work flexibly within the team to support and contribute to the aims, objectives and performance of the Estates/Facilities/Health & Safety and all other OPG teams.

Delegate work to the team as appropriate, providing feedback on performance.

Support the Learning and Development Strategy by use of the team’s skills matrix and training plan ensuring that the team has the appropriate development and training opportunities.

Agreed Expectations

The successful candidate will be expected to work from their base location on a weekly basis in line with current Civil Service requirements, outside of any reasonable adjustments.

Due to the nature of the role some travel to other OPG and MoJ sites may be required.

Skills & Qualifications

Essential Skills

• Excellent Customer ser