Senior Facilities Manager

Job Role

We are looking for a Senior Facilities Manager to join our Property Team in Jersey.

The purpose of the role is to manage the Property Team within the Coop, overseeing the development and implementation of the operating model and ensuring the continued effective working of the Property Team at an operational level.

MAIN AREAS OF RESPONSIBILITY

To manage (through both leading and supporting) the Property Team in the Coop.

To help implement the target operating model for the Property Function and ensure the use of robust systems and processes that protect the Coop’s property users.

To support the Chief Property and Sustainability Officer and help realise the added-value opportunities across the Coop’s property portfolio.

To work with the Head of Sustainability and ensure all low-carbon or zero carbon opportunities across the Coop’s property estate are identified and realised.

ABOUT THE ROLE

Central to the aims of the property asset plan is the team assembled by the Coop to deliver it. The property function is led by the Coop’s Chief Property and Sustainability Officer (CPSO) who was appointed by the Coop in 2023. The CPSO be supported by the Head of Sustainability and Community (HSC) and the Senior Facilities Manager (SFM). This leadership team will enjoy support from several co-ordinators and managers, who will each manage the: a) planned maintenance and compliance works; b) reactive and small works; and: c) projects and store interventions works), and a team administrator; as well as consultants, designers and contractors that will assist with the delivery of the goods, works and services required.

PRINCIPAL RESPONSIBILITIES

 

The Senior Facilities Manager (SFM) shall:

• Report to the CPSO on all property-related activity (including the assembly of weekly update, monthly performance and quarterly strategy progress reports);
• Manage the in-house Property Team (an in-particular the Property Coordinators), including setting work plans, monitoring progress and making reasonable adjustments to planned work activities as required;
• Support the CPSO on liaising with, the Society Secretary, Head of Governance & Risk and Health and Safety Manager on property and Sustainability statutory and mandatory compliance matters;
• Support the CPSO to develop and manage spend within the annual budget for the Coop’s Property and Sustainability-related activity (including both capital and revenue-related expenditure, covering planned and reactive maintenance, and project / interventions);
• Support the CPSO with developing plans, schedules, budgets and forecasts for future property-related activity (including capital and operational property-related spend);
• Support the CPSO when required to demonstrate how all investment in the Coop’s property portfolio is either: a) providing a return on Member’s investment; or: b) enhancing the value of our Member’s property assets;
• Manage and counsel staff within the Property Team (including setting workplans, performance targets and undertaking half-year and year-end appraisals);
• Work with the CPSO to implement the Coop’s Supply Chain Strategy for promoting positive working relationships with our supply-chain partners; and
• Ensure all suppliers (including consultants, designers, project managers, HSPCs, advisors, contractors, and sub-contractors) delivering works or services on the Coop’s portfolio are appointed properly, with suitable agreed terms and conditions, on agreeable rates, and with due regards to the Coop’s ‘competent contractor’ requirements.

MEASURES OF PERFOMANCE:

The performance and effectiveness of the SFM shall be measured in a variety of ways, including:

• Regulatory and policy compliance (insofar as is related to reactive maintenance services and minor works projects).
• A continuous focus on ensuring the health, safety and wellbeing of all persons impacted by the Coop’s property portfolio.
• A contribution in supporting the Coop’s aims for environmental sustainability and community wellbeing.
• The level of service provided by the Coop’s property function to our colleagues.
• The completion of planned maintenance, reactive maintenance, minor works projects and other capital projects to agreed timescales and standards.
• Revenue raised and control of expenditure within agreed budgets.
• A good, favourable image of the Coop.
• Positive engagement with all third-party contractors, tenants and colleagues.

LEADERSHIP

As a member of the Property function’s leadership team, the SFM will be expected to:

• Embed the culture and values of the Coop within the delivery of the reactive maintenance services and minor works projects, and encourage colleagues within the organisation to attain the highest possible standards and work within the spirit of the agreed aims and values of the Coop; and
• Create an operational climate that is conducive to employee development, engagement and loyalty.

 

OPERATIONAL MANAGEMENT

• To coordinate the use of efficient systems and processes relating to all areas of responsibility.
• To ensure compliance with regulatory obligations whilst taking a commercial and practical approach to risk-based challenges and offer appropriate solutions.
• To ensure compliance throughout the Coop of all relevant regulations and legislation applicable in the jurisdictions in which it operates (and following internal Coop standards where higher for reactive maintenance services and minor works projects), with due regards to ensuring the health, safety and wellbeing of employees, agents and customers.

MEMBERSHIP / COMMUNITY RELATIONS

• To coordinate property-related activities at all times to protect and develop the image of the Coop.
• To support community activities, charitable projects, environmental initiatives and initiatives aimed at increasing use of local suppliers as initiated by the Coop.
• To support the Coop’s policy on charity involvement, sponsorship and environmental initiatives.

COMPETENCIESAND BEHAVIOURS

Demonstration of these key behaviours is required:

Getting the Job Done

- Strategic thinking
- Information gathering
- Analytical thinking
- Technical expertise
- Results orientation

Working with Others

- Reporting to Leadership
- Managing others
- Supporting change
- Teamwork and collaboration
- Communication
- Influence and impact
- Customer focus

Self-Management

- Decisiveness
- Self confidence
- Flexibility 
- Self development

SKILLS, KNOWLEDGE AND EXPERIENCE REQUIREMENTS

Specific to the Role:

The candidate must develop an understanding of the following relevant legislation and codes of practice:

Guernsey

• The Guernsey Building Regulations
• The Health and Safety at Work (General) (Guernsey) Ordinance 1987
• Guernsey Approved Codes of Practice
• Guernsey Construction (Design and Management) 2020
• The Control of Legionella Bacteria in Water Systems in Guernsey 2013
• Control of Asbestos 2017

Jersey

• The Jersey Building Bye-laws
• The Health and Safety at Work (Jersey) Law 1989
• The Management in Construction (Jersey) Regulations 2016 and associated guidance
• The Electricity at Work (Jersey) Regulations(revised 2016)
• Jersey Approved Codes of Practice
• The Control of Legionella Bacteria in Water Systems L8 (UK ACoP)
• ACoP8 Management of Exposure to Asbestos 2020

Both Islands

• Provision and use of Work Equipment Regulations
• Petroleum Safety Regulations
• Work at height Regulations
• Electricity at Work Regulations

In addition, the candidate must also have the following competencies:

• Experience of multi-site and multi-contract management within a commercial and residential environment.
• Experience or knowledge of industry practices relating to reactive maintenance services and minor works projects.
• Ability to produce clear written reports.
• Experience of line management at a coordinator level.
• Ability to communicate effectively in verbally and in writing, at all levels.
• Sound ICT skills and a good working knowledge of Microsoft EXCEL spreadsheets.
• Ability to manage a diverse workload which entails both regular and ad-hoc elements, within specified timescales.
• Good administrative skills and the ability to maintain records in various formats as required.
• Ability to work to a flexible time pattern in order to suit the needs of the service. This may include both early mornings, i.e. 6am starts, or evenings as required.

General to the Role:

• Must possess a full current driving license (car).
• Must be comfortable commuting within the Channel Islands(expenses and time for which will be reimbursed).
• A continuous commitment to the Coop’s equal opportunities policy and the ability to understand and implement the policy in relation to the job description.
• A broad understanding of the business and the broader co-operative movement.
• An 'operational’ mind-set for co-ordinating multiple activities.
• An ability to develop a risk management perspective with regards to areas of your responsibility.
• An ability to consult, collaborate and communicate effectively with colleagues and stakeholders.
• An ability to ensure that transactional aspects of the role are well-executed in a fast-moving, changing working environment.

 

 

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