Salary: £35,000 per annum
Location: Southbank Centre, Belvedere Road, London, SE1 8XX
Southbank Centre is a place that stimulates, inspires, educates and amazes with a dynamic year-round artistic programme and an inclusive ethos. The UK’s largest arts centre and one of the UK’s top 10 visitor destinations, Southbank Centre presents a broad programme covering classical and contemporary music, art, performance, dance, literature, festivals and talks. It reaches 6.25 million people a year, and presents over 5,000 events featuring world-class artists from across the globe. Southbank Centre sits in London’s most vibrant cultural quarter on the southern bank of the Thames.
The site is home to the much loved Royal Festival Hall, Queen Elizabeth Hall, Purcell Room, Hayward Gallery, National Poetry Library, and Arts Council Collection of visual art, as well as all the indoor and outdoor performance, cafe and retail spaces in between.
We are looking for an Facilities Manager to support the Head of Facilities in providing comprehensive facilities management support across Southbank Centre’s 16 acre site. You’ll be the first point of contact for all facilities management enquiries, our facilities management service partners, and all non-commercial external event enquiries. As Facilities Manager, you will administer monthly contract meetings and reports with FM service partners, and, prepare comprehensive reports in order to monitor and analyse budgets, performance and trends of all Facilities Management contracts. The post holder will manage the commercial relationship with retail tenants for Facilities Management related disciplines as well as working closely with colleagues in other departments to assist in overall estates management.
With experience of facilities management support in a large organisation, the successful candidate will have a proven track record in contractor management including KPI/SLA and tender process. It is essential that you have a solid understanding of general Health and Safety legislation. With excellent organisational skills and experience of managing a varied and complex workload, you will also have the ability to negotiate and persuade through your strong customer service skills. The ideal candidate will have proficient use of all MS Office and Google packages and will also be flexible with their time as you may be required to work during busy periods including evenings and weekends.
Please note that this role would not meet UK Visas and Immigration’s requirements for a Tier 2 (General) visa. As such Southbank Centre will not be able to sponsor a visa for this role. Any applicant who does not currently have the right to work in the UK would be required to obtain the right to work in the UK independently of Southbank Centre before they could take up an offer of employment.
We present work for everyone and we welcome applications from everyone. We particularly welcome applications from people from a BAME background or those who are Deaf or disabled as they are currently under-represented in our workforce. If you wish to discuss reasonable adjustments for this role please indicate this on your application form and we will be in touch with you.
By attracting people to work for us from a broad range of backgrounds with diverse attitudes, opinions and beliefs we can continue to look at the world with fresh eyes and find new ways of doing things. We offer a stimulating and professional environment in which to work - and the pace and scale can be breathtaking. This is a remarkable place to work and our people require the ability to work in The Southbank Centre Way - to think, act and learn with speed and agility.
Closing date for applications: Midday, Friday 2nd November 2018
We reserve the right to close the advert early if enough applications are received.
Southbank Centre is a world-famous, multi-venue arts centre in London, with a dynamic year-round artistic programme and an inclusive ethos. The UK’s largest arts centre, Southbank Centre was founded with the Festival of Britain in 1951. It’s a place where people experience world-class art, music and culture that stimulates, inspires, educates and amazes. Our festival programme encompasses classical and contemporary music, art, theatre literature, dance and debate. It reaches 6.25 million people a year, and encompasses over 5,000 events featuring world-class artists from across the globe. Southbank Centre sits in London’s most vibrant cultural quarter (and Europe’s largest arts campus) on the southern bank of the Thames.
The site is home to the much loved Royal Festival Hall, Queen Elizabeth Hall, Purcell Room, Hayward Gallery, National Poetry Library, and Arts Council Collection of visual art, as well as all the indoor and outdoor performance, cafe and retail spaces in between. The Royal Festival Hall is a 2,900 seat venue and is home to 4 resident orchestras. It hosts contemporary music events as well as dance, performance and talks. The Hayward Gallery is one of the world’s leading contemporary art galleries and has played a crucial role in presenting work by some of the world’s most significant artists. Southbank Centre is proud to be the UK’s only permanent festival site.
Our festivals are based on a range of themes and subjects and celebrate the diverse experiences of people and cultures. We present as many free activities as possible alongside our ticketed events, and provide a unique educational offer to thousands of schools, young people and adults to immerse themselves in imaginative creative learning programmes all year round.
• Culturally active - We believe in the power of art, ideas and creativity to inspire, educate and effect change. We’re not afraid to look at the world with fresh eyes, give people a voice and find new ways of doing things.
• Creatively challenging - We bring rigour and passion to our quest for outstanding artists, ideas and experiences.
• Playful - We believe in being bold, unexpected and fun.
• Entrepreneurial - We believe that commercial entrepreneurship can live happily beside the demanding requirements of art making to the profit of both.
• Celebratory - We celebrate humanity in a way that is both delightful and profound through harnessing the power of learning and a sense of shared congregation.
• Provide comprehensive FM support to the Head of Facilities and deputise as required.
• To be the first point of contact with all designated FM service partners.
• Administer monthly contract meetings and reports with FM service partners ensuring KPI’s are monitored in line with SLAs.
• Prepare comprehensive reports to monitor and analyse budgets, performance and trends of all FM contracts.
• Manage the commercial relationship with retail tenants for FM related disciplines.
• Work closely with colleagues in other departments to assist in overall estates management.
• Event Management
• Assist the Head of Facilities with all contract management and administration.
• Manage all enquiries to the Property Group and the Head of Facilities in relation to Facilities Management.
• Prepare correspondence, background notes, briefings for meetings, reports and other documents.
• Process orders through the finance system, liaise with FM service providers and the finance team as necessary to resolve invoice queries. Audit invoices to ensure accurate charging using appropriate means to keep track of spend, reporting status as necessary.
• Provide administrative and general tasks as required by the Head of Facilities.
• To be the first point of contact for all non-commercial external event enquiries for Southbank Centre and ensure that these events conform to licensing and H&S requirements.
• Assist with the planning and delivery of external events and, liaise with other Southbank Centre departments and all relevant bodies to ensure the smooth running of such events.
• Ensure client contact and service levels are maintained for all FM services.
• Regularly review the performance, development and welfare needs of the FM service partners.
• Coordinate FM Service Partner KPIs and monitor and report on trends.
• Administer the timely and professional preparation of tender submissions for FM Contracts and manage the subsequent process as required.
• Maintain accurate records and files (manual & electronic) for all FM contracts tender data (i.e. correspondence, quotations, internal input, etc.).
• Prepare service charges and internal recharges and submit information to the Finance Department.
• Assist the Head of Facilities with budgetary preparation, monitoring and forecast.
• Ensure the Facilities Team comply with Southbank Centre's financial and audit regulations at all times.
• Make an effective contribution to the services provided by the Property Group to Southbank Centre.
• Provide any other appropriate duties that may be reasonably required to reflect changes in the demands of the service.
• The duties of this role may vary from time to time to meet the the needs of the organisation without changing the general character of the role or level of responsibility. Technical services are required 24/7 and therefore a flexible approach is required.
Essential skills and experience required
We are looking for someone who:
• Has experience of facilities management support in a large organisation
• Has a proven track record in contractor management including KPI/SLA and tender process
• A good understanding of general Health and Safety legislation
• Has good IT skills, including proficient use of all MS Office and Google packages
• Has excellent customer service skills, with a strong commitment to a customer- centred service culture
• Has excellent organisational skills, with experience of managing a varied and complex workload, including varying demands and deadlines
• Has excellent interpersonal and verbal communication skills
• Has excellent attention to detail and written communication skills
• Has a high level of numeracy and literacy skills
• Is able to negotiate and persuade positions of high authority
• Has a flexible, proactive and change-oriented approach, remaining open to the ideas of others, is able to make adjustments to approach when initial ideas/proposals need to be re-evaluated
• Has good time management skills and the ability to prioritise
• Has the ability to work effectively under pressure
• Is able to work unsupervised and exercise initiative
• Is able to deal with sensitive issues in an appropriate and confidential manner
• Is able to demonstrate a desire for continuous professional development
• Is willing to be flexible around working hours during busy periods including evenings and weekends as required
• Has the ability to assess security requirements for events working with Visitor Experience and Event Management.
• Is able to work collaboratively with external organisations to develop public realm services that work closely and in partnership with SC’s own functions.
• Is able to demonstrate an understanding of and commitment to the role that diversity and inclusion play in the activities of the Southbank Centre as a whole and in the work of this particular job.
Desirable skills and Experience
• Has an IOSH Qualification
• Understands/and has experience of working in an arts centre environment
• Understands the theoretical Facilities Management process
• Has a modular BIFM certification
• Is a member of BIFM or other affiliation
The Southbank Centre Way
The Southbank Centre Way is a framework that sets out how we want our people to work together, enjoying what we do. It describes the qualities that drive our ability to inspire, provoke and transform lives and illustrates behaviours that make Southbank Centre a warm and welcoming destination in which to work, perform or visit. The language that forms the Southbank Centre Way comes from the people who work here. We have captured their words to help everyone we work with understand us. We believe it is vital for our staff to display these qualities and behaviours for us to be the world class organisation we aspire to be and we will be looking for these attributes as part of our selection process for this role.