Head of Buildings & Facilities

The Passage

About the role

The Head of Buildings & Facilities is responsible for the effective, safe and compliant management of The Passage s buildings and for ensuring that Facilities support the charity s residential services, day services and offices. The role ensures compliance with statutory, regulatory and organisational requirements, maintains high standards of safety and sustainability as well as delivering value for money.

The role also helps develop and implement our Asset Management Strategy, ensuring our building stock remains in good condition in the medium and long term.

The Head of Buildings & Facilities is supported by a small but experienced Facilities Management team and a number of external contractors.

Main duties

Strategic Asset Management

• Be a leading part of a team to develop and implement an Asset Management Strategy, including reporting on the condition of buildings, forward planning of major renovations and compliance works, making recommendations for investment planning and capital works programmes.
• Play a leading role in plans to acquire new property assets and to bring them into effective use.
• Ensure the work of the Facilities Management team dovetails with the requirements and regulatory requirements of our residential services.
• Implement and embed tools and systems to improve the efficiency and forward-planning of the team s work.

Buildings and Facilities Management

• Manage the day-to-day operation of the Passage s buildings ensuring they are safe, secure, accessible and fit for the services provided to our clients.
• Oversee the Facilities Management team to ensure the fabric and systems of all the charity s buildings are maintained in line with statutory and regulatory standards.
• Work with the Facilities Management team to (i) oversee planned preventative maintenance and improvements to all of The Passage s sites (ii) oversee and support the team to provide a quick, reliable response to maintenance and repair requests.
• Ensure colleagues and residents are engaged and informed in advance of any issues which may affect them, thereby minimising potential disruption.

Health and Safety

• Act as the lead and Responsible Person for Health & Safety (H&S) across the organisation including risk assessments, accurate and timely recording of health and safety issues, carrying out audits and investigations as necessary.
• Respond to any reported H&S risks, prioritising any reported risks with a significant potential for harm.
• Ensure The Passage is compliant with all relevant H&S statutory, regulatory and legislative requirements, including but not limited to: Fire safety; Gas, Electrical and Water safety; Asbestos management; RSH regulations.
• Formalise, develop and monitor the H&S framework and policies.
• Working with the Facilities Management team, ensure all work is carried out in full compliance with H&S requirements and best practice, whether that work is carried out by Passage staff or by third party contractors.
• Ensure robust record-keeping and compliance reporting to management and Board.

Relationship Management (Contractors and Suppliers)

• Ensure relationships with key services suppliers are well managed by the Facilities Management team. Work with the team to monitor the quality and timing of external contractors work and to address any shortcomings promptly.
• Ensure that all contracts for ongoing work and for one-off pieces of work are awarded in full accordance with The Passage s procurement policy, ensuring best value for money and high-quality delivery.
• Together with the Facilities Management team, ensure contractors conduct themselves professionally and respectfully whilst attending any of the Passage s locations and to ensure they follow our safeguarding policy at all times.

Teamwork and Line Management

• Line manage the Facilities Management Co-ordinator with an emphasis on supportive communication, skills development and progress towards personal objectives, including his line management of other members of the team.
• Develop positive relationships with all other teams at The Passage s multiple sites and promote practices to reduce the need for repairs and replacements.
• Be a proactive and constructive member of The Passage s Senior Management Group

Financial

• Develop and manage the Facilities Management budget, including capital spend, monitoring spending against budget and explaining variances.
• Support business planning through accurate forecasting and long-term planning of major financial spending.
• Ensure value for money and effective financial control across all areas of responsibility.

General Responsibilities

• Working with your Line Manager, develop your role to keep pace with The Passage s plans and ambitions; participate in regular supervision and annual appraisal and to lead in identifying your own development and training needs.
• Represent The Passage in a professional manner at all times, carrying out your role to a high standard, and to always work in accordance with the aims, values and ethos of The Passage
• Make sure The Passage s policies are followed within Buildings & Facilities Management, particularly those for Safeguarding, Health and Safety, Data Protection, anti-Harassment and Equality and Diversity.
• To participate in meetings, training and other events as required.
• Undertake any other duties which are commensurate with the role.

General Responsibilities

• Working with your Line Manager, develop your role to keep pace with The Passage s plans and ambitions; participate in regular supervision and annual appraisal and to lead in identifying your own development and training needs.
• Represent The Passage in a professional manner at all times, carrying out your role to a high standard, and to always work in accordance with the aims, values and ethos of The Passage
• Make sure The Passage s policies are followed within Buildings & Facilities Management, particularly those for Safeguarding, Health and Safety, Data Protection and Equality and Diversity.
• To participate in meetings, training and other events as required.
• Undertake any other duties that may be required which are commensurate with the role.

Desired Experience

• E1 Proven experience in leading a complex Buildings and Facilities Management function, including effective management of external contractors.
• E2 Experience of developing and/or implementing a buildings Asset Management Strategy.
• E3 Experience of introducing a systematic approach to Facilities Management, covering Health & Safety, Regulatory compliance and Planned Preventative Maintenance.
• E4 Experience of developing and getting the best from a small team.
• E5 Experience of effectively managing budgets.
• E6 Experience of playing leading role in major projects as well as day to day operations.
• E7 Demonstrable experience of taking a long-term planning view at the same time as delivering on day-to-day priorities.

Desired Knowledge

• K1 Strong understanding of Health and Safety and other legislative and regulatory requirements, ideally gained in an environment providing residential accommodation.
• K2 Professionally recognised Health & Safety and/or Buildings and Facilities Management qualification (eg IWFM, NEBOSH, IOSH).