Facilities and Office Manager | Operations

at  United Trust Bank

SKILLS AND EXPERIENCE SOUGHT:

• Prior experience in leading service delivery ideally within an office environment
• Knowledge of building systems and maintenance practices
• Up to date understanding of current Health and Safety regulations and practises (e.g. RIDDOR, LRA etc)
• Demonstrated ability to manage contractors and service providers
• Experience of managing office moves/relocations
• Demonstrable knowledge of BMS and air conditioning systems
• Familiarity with energy conservation/sustainability practices
• Strong leadership and team management skills
• Excellent communication, interpersonal, and negotiation skills
• Proven ability to manage budgets and deliver results

THIS IS A FULL TIME OFFICE BASED ROLE

This role has two key responsibilities. To manage the property/premises occupied by the Bank and to manage the Office Management/Reception team.

RESPONSIBILITIES:

• Operational readiness - to ensure that the Bank has the office facilities it needs to be able to deliver service to its customers; and that these are available at all times necessary.
• Ensuring facilities and services are efficiently delivered, minimising any negative, or distracting, impact upon the bank’s operations
• To act as the Responsible Person for H&S roles that require such a nominated individual. To manage H&S Workstation Audits
• To act as part of, and manage, Fire Marshal and First Aid processes
• To act as the key Point of Contact with the Landlord and Building Management teams
• Planning (and managing) preventative maintenance work
• Management of furniture and environment
• To act as an environmental and recycling champion
• Security – to ensure physical security of the premises; protecting the assets and business of the Bank. To undertake testing of these on a regular basis to ensure they remain effective. To manage the Security Control system. To monitor and report on any security breaches or issues that may be detected or arise
• Service - to treat the business functions as their customer and accordingly to set high standards of service and responsiveness to their needs.
• Appearance – to ensure that the premises of the Bank remain at all times smartly and professionally presented to support the efficient operation of the business and to convey a sense of the high standards set by the Bank. Management of cleaning contracts
• Delivery of Disaster Recovery/Business Continuity plans and arrangements to ensure that the Bank has effective and tested office-related DR and BCP in place
• Collaboration and Communication – to work effectively with the bank’s business functions to ensure the objectives of the business are met. To communicate effectively and to manage expectations
• Compliance - to assist the business functions with meeting their regulatory and legal responsibilities and obligations
• To act as the primary contact with Building management and Landlord’s teams (Security, Post Room, etc). Management of Permits and contractor working
• Documentation - to ensure that full written documentation is prepared on a timely basis to capture all the operational procedures and contacts for the Facilities function
• Overall management of the incoming/outgoing post processes
• Management of office consumables; stationery/toners etc
• To manage the Bank’s incoming and outgoing post and other deliveries
• To manage the Meeting Rooms and events held within them
• Provide cover for team members should the need arise
• To act as the interface to/with IT for their Project work that needs Facilities input