ABOUT US

The Institute of Directors (IoD) is a thriving membership community for Directors in the UK and beyond, where you can connect with other leaders, develop our skills, and be heard. At a time when great Directors have never been more important, the IoD offers professional development, valuable connections, and influence.
CONNECT – Connect with other Directors and leaders to exchange ideas, learn together, and support each other.
DEVELOP – Advance your skills and knowledge with professional development created by Directors for Directors.
INFLUENCE – Make yourself heard where it matters. The IoD is its member’s voice to Government.

QUALIFICATIONS

• A relevant health and safety qualification (desirable). IOSH/NEEBOSH
• An FM qualification is desirable or trade qualification.

KNOWLEDGE

• Awareness and understanding of facilities management operations, DSE, First Aid and Fire Marshal responsibilities.
• Experience using CAFM Systems
• Listed Building management experience
• Clear understanding of statutory compliance
• L8 Water Hygiene understanding

EXPERIENCE

• Experience, of acting in accordance with the IoD’s key values; teamwork, agility, respect, and leadership.
• 5+ years working as in Facilities

SKILLS

• Juggling tasks is second nature to you, and your attention to detail ensures nothing slips through the cracks.
• A high performer, resilient when under pressure and during periods of change.
• Good computer and data entry skills.
• Problem solving
• Critical thinking
• Time Management and workload priority
• Great communication skills

ABOUT THE ROLE

The Facilities team are responsible for the safe up-keep of this Grade 1 Listed building, and lead on the wider network of premises and hubs – managing the relationship with 50 locations nationwide.
I In this role, you will support with the day-to-day operations of this team, playing a pivotal role in ensuring the smooth running of this function.

KEY RESPONSIBILITIES

• As Assistant Facilities Manager, your responsibilities will include, but not limited to:
• Daily walk around/ inspections of common areas, basement and external fabric of building ensuring site is clean and safe for member, visitors and staff and contractors.
• Performs the completion process for inspections and audits with M&E and Cleaning contractors.
• Manage to order supplies and equipment as needed to stay within budgetary guidelines.
• Completes documentation and other paperwork in a timely, accurate, and complete fashion so that service requests can be appropriately documented and tracked.
• Keeps financial tracker updated and follows invoice procedures / protocol.
• Keeps Key Management tracker updated and follows key management procedures / protocol.
• Coordinates with contractors / suppliers executing minor works on site.
• Conducts Health & Safety inductions to staff, contractors and external personnel.
• Records contractors / suppliers performance to standard and retain accurate records of their site operations including all relevant RAMS for site.
• Develops standards for the cleanliness and overall appearance of the property to ensure that they reflect and represent the high quality of the property.
• Periodically inspects work with Premises and Facilities Manager performed by contracted team members to assess effectiveness of policies and procedures and suggest / develop corrective action plans as needed.
• Monthly H&S logbook checks and First Aid boxes.
• Ensuring that all accidents, near misses and other risks identified, reported and recorded and any actions updated on M&E portal and highlighted to Facilities Manager.
• Ensure compliance with all sub-contractors, KPIs and SLA’s, industry best practices, Professional Statement and statutory obligations.
• Develop and maintain good relations the wider contractors.
• Demonstrates customer services skills by treating staff, members, contractors and others with respect, answering questions from your team responding sensitively to complaints about maintenance, cleaning / security services.
• Undertaking any other duties which may be reasonably allocated.
• Is available on call out of hours to respond to emergency situations to resolve problems or contact contractors to address.