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Senior Facilities Manager (18-month Contract)

Employer
The Honourable Society of Lincoln's Inn
Location
Central London (Holborn)
Salary
Competitive salary
Closing date
5 Aug 2024

Job Details

Post Objectives

To be responsible for “hard” facilities management of the Inn’s numerous and complex tenanted and collegiate buildings and oversee a large team of multi-skilled trades. 

Main Duties

The following list of duties is indicative of the nature of the post.  Priorities, timescales and standards will be set in agreement with management, recognising the level of professional competence of the post-holder.

  1. Arrange and oversee building maintenance and building services maintenance including term maintenance contracts for lifts and Mechanical Electrical and Plumbing (MEP), of the Inn’s tenanted and collegiate buildings, ensuring maintenance and necessary repairs are undertaken within time and budget limits.  This includes:
    • project manage, supervise and coordinate the work of contractors whilst ensuring minimum disruption to core activities
    • calculate and compare costs for required goods or services to achieve maximum value for money
    • ensure buildings meet health and safety requirements and that facilities comply with legislation
    • check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies
    • use performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement
    • respond appropriately to emergencies or urgent issues as they arise and deal with the consequences.
  2. Manage the Inn’s MEP Planned Preventative Maintenance Schedule and service delivery to fit the Inn’s calendar of activities.
  3. Line manage a multi-skilled in-house workforce team as well as an Assistant Facilities Manager and a Helpdesk Administrator.
  4. Ensuring compliance with health & safety and other statutory requirements; maintaining records for compliance for auditors or statutory inspection bodies, identifying and reducing risks where practicable and implementing risk management requirements of insurers and the Inn’s health and safety advisers. 
  5. Assist on budget preparation and forecasting of service requirements of the Inn’s cyclical maintenance programmes and minor works.
  6. Accurately raise Purchase Orders to enable correct recharging and to check invoices as they are received prior to passing for processing.  
  7. Responsible for setting up and monitoring service level agreements and contracts, ensuring service delivery and costing effectiveness; implementing change to services as required.
  8. Follow the Inn’s tendering procedures, for the delivery of all contracts, minor or major works, preparing reports and committee papers for committee members approval.
  9. Manage the day-to-day operation and use of a CAFM system.
  10. Organise purchases, monitor stocks and suppliers, negotiate prices and advise on cost effective purchase of office furniture and equipment and other items as required to ensure timely delivery, availability, quality and budget considerations for specified buildings.#
  11. Ensure all Facilities Management policies and procedures are followed, all necessary records efficiently maintained, and all general filing carried out on a regular basis.
  12. Provide estates services and administration as required, particularly (but not exclusively) for holiday and/or sickness cover.
  13. Undertake other duties commensurate with the post-holder’s level of skill and experience, at the discretion of the Inn.

Person Specification

Job Title: Senior Facilities Manager 

Department: Estates

Knowledge/skills required: 

  1. Experience of providing quality “hard” facilities management services including the management of minor works and refurbishment projects, to customers.
  2. Candidates must have MBIFM and a HNC or equivalent in a Building Services discipline.
  3. A NEBOSH qualification is desirable.
  4. An ability to comprehend a wide range of building problems from contractual law to detailed specification and design.
  5. Experience of managing people.
  6. Experience of managing cyclical maintenance programmes and budgets.
  7. Ability to plan, prioritise and co-ordinate works to achieve strict deadlines.
  8. Knowledge of a range of procurement methods and the ability to manage service level agreements and contracts to ensure quality and cost effectiveness.
  9. Good negotiating skills i.e. an ability to apply different negotiating techniques to varying situations.
  10. Demonstrate excellent interpersonal and communication skills. 
  11. A good understanding of Health and Safety legislation as it relates to “hard” facilities management.
  12. Be willing and able to adapt well to changing circumstances and be flexible to business needs.
  13. An ability to influence others and to contribute to the decision making process.
  14. Good analytical skills i.e. an ability to develop imaginative solutions to complex building problems.
  15. Demonstrate honesty and integrity in everything you do.
  16. Highly motivated, working to own initiative and with minimum supervision.
  17. Both professional and diligent in approach and attitude, with a customer service mind set and positive attitude to work.

Benefits

What's in it for you?
There are lots of great reasons to work at Lincoln's Inn, including:

•    Generous annual leave entitlement; 30+ days including closure periods over Christmas, Easter and August (for most roles)
•    An excellent free lunch
•    A 35-hour working week including paid breaks (for most roles)
•    Hybrid working (depending on role)
•    Overtime paid for Operational roles
•    Private Medical Insurance
•    A non-contributory 10% Stakeholder Pension Scheme
•    Interest-free Season Ticket/Bicycle loan
•    Free uniform for operational roles (laundered)
•    Enhanced Maternity and Paternity and Shared Parental Leave
•    Great annual training and continual development support
•    Bicycle stands and shower facilities
•    Great annual training and continual development support
•    Death in Service benefit; 6 x your annual salary
•    Free Eye tests and free chiropody
•    Access to a confidential Employment Assistance Programme
•    Team building days
•    Plenty of social events, such as staff parties, quiz nights etc.
•    Employment Membership shopping discounts

The Honourable Society of Lincoln's Inn is committed to ensuring both its members and staff members are treated with dignity and respect throughout their careers. We promote values of trust, transparency, and respect for all through robust policies and procedures.

Company

The Honourable Society of Lincoln's Inn (or Lincoln's Inn for short) is an active and thriving society of lawyers with a very long history situated in a tranquil enclave of some 11 acres in central London. Lincoln's Inn is one of four Inns of Court to which barristers of England and Wales belong and where they are called to the Bar. Our members are at the heart of everything we do. Membership of Lincoln's Inn is for life and we are proud to offer a range of services to members, including education, catering, accommodation, parking facilities and religious services in our Chapel. We are also privileged to be able to offer selected services to the public and other organisations outside the legal sphere. Lincoln's Inn is sought after as a location for filming and photography and is a popular wedding and conference venue.

  • Website: http://www.lincolnsinn.org.uk
  • Industry: Nonprofit Organization Management
  • Type: Non Profit
  • Headquarters: The Treasury Office, Lincoln's Inn,London, WC2A 3TL United Kingdom
  • Company Size: 51-200 employees
  • Founded: 1422
Company info
Telephone
02074051393
Location
Lincolns Inn
Treasury Office
London
London
WC2A 3TL
United Kingdom

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