JOB DESCRIPTION - BREAST CANCER CARE

Title: Head of Facilities

Accountable To: Director of Finance and Resources

Accountable For: Facilities Assistant, 2 x Receptionist and Administrative Assistant

Section: Finance and Resources

Location: 5 – 13 Great Suffolk Street, London, SE1 0NS

Salary: NJC Grade H incl. LW

Contract: Permanent

Hours: Full time, 35 hours per week, normally 9.00 am – 5.00 pm

About Breast Cancer CareBreast Cancer Care is the only UK-wide charity providing specialist support and tailored information for anyone affected by breast cancer. 

Our Vision:Every person affected by breast cancer receives the best treatment, information and support.

Our Mission:To help people find a way to live with, through and beyond breast cancer.

About the Post:The facilities team is part of the Finance and Resources Directorate and provides facilities management, reception and administrative support to colleagues across Breast Cancer Care.

The Head of Facilities has overall responsibility for the Facilities Team and promoting a consistent and high standard approach to facilities management (including risk management) across the organisation in all locations, providing leadership and support to colleagues in London and at the Cardiff, Glasgow and Sheffield offices to achieve this.

Key responsibilities of the post include the professional and high-quality delivery of building maintenance and facilities management including postal services, meeting room support, and reception provision. The post holder has responsibility for contract management of the organisation’s tenant relationships and implementation of effective and legally compliant health and safety procedures.

The Head of Facilities will have a specialist and core operational focus for the team, working closely with the Head of ICT and Facilities to lead and develop an effective and high performing

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function, as well as supporting the Director of Finance and Resources with the delivery of strategic priorities. The post is an outward facing role, where excellent communication skills and visibility are required to establish relationships across the organisation to promote a customer focussed service. The expectation is that the post holder would regularly attend other team meetings and work with other leaders across the organisation to ensure a high standard is maintained..

This is a critical post to the organisation, helping to ensure that our employees have the tools, equipment and suitable working environment to provide excellent support and information to people affected by breast cancer and campaign on their behalf.

Flexibility

In order to work effectively in a changing environment, flexibility is required from the post-holder. Any other tasks that may be requested will be at the same level of responsibility and terms and conditions of employment.

The post-holder must be prepared to travel throughout the UK and to work varying hours with occasional weekend work.

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Main responsibilities

Management of Facilities and Property / Building Management

To effectively manage Breast Cancer Care’s property portfolio through providing building maintenance, reception facilities services, office services, and tenant management.

Management and maintenance of the building at Great Suffolk Street (GSS) to an excellent standard, in accordance with a preventative maintenance strategy and annual plan; recording and responding to problems swiftly and putting into action any necessary repairs to ensure that our service level agreement standards are maintained.

To effectively manage the Facilities budget and ensure value for money is obtained in all procurement.

To manage external contractors in the provision of facilities services e.g. cleaners, security, maintenance contractors etc.

To ensure the team is responsive to employee and tenant requests and that a structure is in place to support this (e.g. satisfaction surveys/service level agreements (SLAs)/helpdesk, visibility and attendance at different team meetings)

To provide leadership on relevant areas of business continuity, ensuring effective plans are in place consistent with good practice, and to test regularly.

To ensure that office procedures at the London office and national and regional centres are updated and maintained to a high standard.

To promote environmentally sustainable behaviours and work proactively on energy efficiency initiatives.

Manage and support colleagues with office relocation and leasehold improvement projects.

Health and Safety and Building Security

Responsibility for developing and implementing a compliant, proportionate risk based approach to Health and Safety across Breast Cancer Care and supporting other staff in all sites and teams of Breast Cancer Care to ensure this is implemented and monitored.

Attend the Health and Safety Committee as the operational lead for Breast Cancer Care and provide specialist expertise.

To be the lead for the provision of specialist and professional advice and guidance on Health and Safety issues to help ensure the organisation remains compliant with all relevant aspects.

To manage the day to day effective implementation of health and safety at GSS and provide sufficient regular support to Centre Administrators in national and regional centres, to ensure legal compliance, the provision of adequate health and safety induction arrangements and ongoing training for staff across all locations.

To ensure the organisation’s suite of Health and Safety policies are complied with, up to date, legally compliant and meet business needs and make recommendations for improvement where appropriate.

To ensure the office is compliant with the law with respect to fire safety and precautions, workstation and DSE assessments, risk assessments, accident and RIDDOR reporting and First Aid.

To regularly ensure that health and safety ‘walkthroughs’ and risk assessments are carried out at all sites and ensure that these are documented appropriately.

To work with the Human Resources team to ensure that all staff are inducted in Facilities and Health and Safety

To liaise with access control and alarm companies. Ensure that equipment is maintained and the key holding company has correct information, liaising with them if there are alarm problems and ensure that the security officer is up to date with all changes when appropriate.

To liaise with contracted security staff to ensure the building is adequately and securely locked.

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Reception

Overall responsibility for the Reception function, ensuring it is managed effectively as the first point of contact for external users.

To ensure the rota staff are fully trained before taking live Reception calls. To ensure permanent Reception cover during working hours, liaising with other Managers

where appropriate.

Management and supervision To lead the Facilities team and to line manage, supervise and develop the Facilities Assistant

and Reception and Administrative Assistants to ensure a high-performing and proactive team in an open, supportive and motivating environment.

To conduct interim and annual appraisals in accordance with Breast Cancer Care’s internal procedures.

To delegate to and provide development opportunities for the Facilities and Reception teams. To participate in team recruitment and ensure appropriate induction programmes are in place. Attend managerial supervision on a regular basis with the Director of Finance and Resources

Post, Taxis, Couriers and Deliveries To ensure the Facilities Team conduct the opening, distribution and sorting of all post to GSS

(including post for building tenants) of incoming and outgoing mail each working day, complying with Charity Commission guidance.

To oversee the coordination and arrangement of taxis, couriers and deliveries to achieve cost efficiencies.

O ffice Equipment, Stationery, Stock and Storage To oversee the procurement and maintenance of all office equipment, stationery, household

stock and furniture for Breast Cancer Care, liaise with Centre Administrators to ensure value for money is obtained.

To ensure there is provision of all printed corporate stationery to GSS and the national and regional centres, and oversee the maintenance of stock records.

To ensure kitchen supplies are managed and oversee the ordering and supply of refreshments for internal and external meetings when requested.

To manage and oversee storage and archiving; ensuring that the solution available continues to meet the needs of the organisation and provides value for money.

To manage and maintain office management filing and records systems.

General

To be an effective leader and member of the team and directorate, presenting a positive impression of the team and the service.

To work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.

To attend internal and external meetings, and training as required. To adhere to the Breast Cancer Care Data Protection and Health and Safety policies. To operate within the organisational equal opportunities policy framework and implement the

policy within this area of work. To work with other managers on all team activities including ensuring appropriate

arrangements for covering Reception. To maintain confidentiality at all times. To attend training sessions, conferences, meetings and staff meetings as required. To manage and co-ordinate all administration and to be self-servicing in the area of

administrative functions. To communicate with staff at internal briefings and through various means to maintain and

raise the profile of the Facilities and Reception teams. To carry out any general duties as required.

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PERSON SPECIFICATION - BREAST CANCER CARE

HEAD OF FACILITIES

ESSENTIAL CRITERIA:

Qualifications, Knowledge and Experience Professional qualification in Facilities Management or equivalent Substantial, demonstrable and relevant experience of facilities management, building and

property management and office administration in a multi-site organisation. Demonstrable knowledge and practical application of the Health and Safety at Work Act,

including fire and first aid regulations, including undertaking risk assessments and audits. Demonstrable knowledge and practical application of business continuity planning. Demonstrable experience of managing small projects involving multiple suppliers, including

programming and coordinating activities and utilising ITTs. A confident approach and delivery health and safety and office management training. Proven ability to proactively manage/monitor contractors and service providers. Experience in the preparation and control of budgets in a wide range of building works

contracts and services ideally with the ability to perform cost analysis, and make financial and functional comparisons.

Substantial experience of leading a team and demonstrate good people management and coaching skills to improve performance and encourage initiative within a busy environment.

Personal Attributes and Skills Excellent verbal and written communication skills. Excellent numeracy and budget management skills. Tactful and diplomatic, with the ability to win people over when dealing with a wide range of

people and issues. Strong negotiation and influencing skills. Demonstrable research and benchmarking skills. Determined, self-motivated and able to act confidently on own initiative. Excellent time management and organisational skills and accurate record-keeping skills Excellent planning, organisational and project management skills. A good team player with a personable manner. Good presentation skills. Excellent level of IT skills, particularly Microsoft Office (Outlook, Word, Excel, PowerPoint). An understanding of and a commitment to Breast Cancer Care’s Values - Caring, Determined,

Personal, Together, and Trustworthy.

DESIRABLE CRITERIA:

Experience of leadership at a strategic level within FM Project Management qualification in Prince2, Agile or equivalent A member of the British Institute of Facilities Management (BiFM) NEBOSH or IOSH certification Experience of working in the voluntary sector – in a paid or voluntary capacity. Understanding of the Data Protection Act 1998 and Equality Act 2010.

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