Job Overview
The Soft Services Manager will report directly to the Estates and Facilities Manager and be an intrinsic part in ensuring that all FM Service needs located on site are met effectively.
The post holder will work closely with the service providers on site to ensure the soft FM service standards are maintained at all times, and changes and improvements in service delivery can be implemented to the benefit of the site, and regular audits are undertaken.
The Soft Services Manager will assist the Estates and Facilities Manager 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.
Main Duties of the Job
The Soft Services Manager will be responsible for:
- Ensuring consistently high standards of service delivery are maintained at all times.
- Ensuring accurate records for emergency evacuation roll calls are maintained.
- 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 services across the estate.
- Approve any soft services purchase orders, making necessary checks when appropriate.
- Coordinating the site's first aid and emergency response activities.
- Liaise with Finance Support Officer to manage all utilities bills for the site, including water and sewerage from a private water provider.
- Manage the waste management service on site which is handled through a Soft FM provider, but includes the responsibility for an on site incinerator and the resilience required for this being unavailable.
- Ensure robust contract management procedures are adhered to at all times for all FM services.
- Chair the Fire Safety Group meeting and ensure the Emergency Response Team are well versed in site evacuation procedures, review frequently and update accordingly
- Lead an Accommodation Strategy Group to ensure key office space and operational requirements are communicated in the appropriate channels.
The above is only an outline of the tasks, responsibilities and outcomes required of the role. You shall be expected to carry out any other duties as may reasonably be required by your line manager.
PROFESSIONAL DEVELOPMENT
You should pursue a programme of continuous professional development in accordance with any relevant professional registration or statutory requirements, whilst maintaining appropriate awareness of service provider requirements.
You shall be expected to identify, discuss, and action own professional performance and training / development needs with your line manager through appraisal / individual development plan.
You shall also be expected to attend internal and external training events and participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training.
KEY WORKING RELATIONSHIPS
The post holder will develop working relationships and communicate regularly with a wide range of individuals individual and external to UKHSA. This will include:
Internal
- Estates, Engineering and Facilities Senior Management Team
- Directorate and Business leads in Porton
- Finance Support Officer
- Procurement and IT teams
External
- Principal Facilities Contractor
- Third party suppliers
- Specialist Contractors and Consultants
- Specialist regulators attending audits
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality 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.
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