PURPOSE OF ROLE:

Reporting to the Senior Manager - Operational Resilience, this role will own the development and provision of the strategy for workplace services to ensure an business wide. The role holder will be responsible for the setting of our workspace culture, and its subsequent delivery through managing relationships with our external providers, providing leadership of the workplace services team and operational direction to 3rd party team members, recognising our new ways of working.

The role will encompass responsibility for all office locations and associated support including but not limited to premises maintenance, building security, utilities, health & safety and document management, including the management of associated vendors and contracts.

KEY RESPONSIBLITIES:

Definition and implementation of ii's premises culture delivering modern and engaging working practices, producing and delivering a forward looking strategy covering ii's premises that supports the overarching business strategy and objectives
Responsible for the management of workplace services vendors including cleaning, security, utilities, couriers, archive and postal services
Responsible for Incident Management for issues affecting site availability and corresponding stakeholder communication
Implementation and maintenance of all Interactive Investor Estate & Asset information i.e. insurance cover, property details, CAD drawings, lease information, rent details etc
Reducing property liabilities, working with third party advisors as needed
Management and development of the workplace services team
Develop and maintain strong relationships with key stakeholders to ensure business functions get the most out of our space and features
Managing all relevant contract reviews, overall performance and suitability, ensuring all outsourced services consistently deliver targets and comply with agreed SLA's
Responsible for initial problem/project diagnosis and developing resolution with the most appropriate partner based on severity and complexity
Adhere to workplace standards for all teams ensuring H&S regimes are complied with along with all other standards and policies
As subject matter expert, provide consultative support to the leadership team, guiding and advising on how to make the best use of space and services across ii locations, and health, safety and environmental issues affecting the business
Take ownership of best practice to ensure offices as managed in a sustainable manner, supporting organization sustainability targets
Ownership of fire marshal and first aid teams, training and rehearsals
Own the planning and delivery of all Management of small to medium sized workplace-based projects including associated budgets from small works to capital projects
Maintain the first line of compliance defense by ensuring team adherence to business processes and procedures that are designed to meet the regulatory standards set out in the relevant FCA rules and guidance
Maintain the first line of defense by operating risk controls assigned to the individual
Ensure that roles that they are responsible for are performed by individuals with the appropriate knowledge, skills and expertise and that competence is maintained and assessed
Budgetary controls in line with cost centre oversight

Requirements

SKILLS & EXPERIENCE REQUIRED:

Essential Requirements:

Minimum 5 years' experience of Facilities Management at Managerial Level
Proven experience with managing departmental budgets
Proven and working knowledge of all relevant regulatory standards and regimes applicable
Relevant Subject Matter expert on industry practices
Proven knowledge and ability to manage contracts and outsourced services effectively
Proven experience with managing departmental budgets
Proven and working knowledge of all relevant regulatory standards and regimes applicable
Qualified to IOSH Managing Safely or equivalent
Member grade of the Institute of Workplace and Facilities Management

Desirable Requirements:

Prince2 Practitioner or equivalent
Successfully completed IEMA Foundation Certificate in environmental Management or equivalent

PERSONAL ATTRIBUTES:

STRAIGHT TALKING | MOVING WITH SPEED | OWNING THE OUTCOME

The successful candidate will be able to demonstrate the following personal attributes through their application and at interview.

Strong analytical skills and knowledge to produce persuasive business cases and to understand and use appropriate measures to demonstrate results
Ability to problem solve and work independently in a changing and multitasking environment with numerous deadlines
Excellent written and verbal communicator with the ability to build relationships across the business including executive level
Ability to work under pressure, with the ability to prioritise, managing multiple items and stakeholders at the same time to tight timeframes whilst remaining calm in sometimes challenging situations
Highly organised, and self-directed with the ability to work collaboratively with immediate team and wider business
Proven and demonstrated ability to think and act strategically, be innovative, create a vision for the future while delivering on business needs
Ability to work under pressure, implementing change at pace

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Workplace Services Manager