Summary

We are the public body that looks after England’s historic environment. We champion historic places, helping people understand, value and care for them.

Historic England have a fantastic opportunity for you to join us as our Deputy Facilities Manager where you will provide a consistent FM service on site by delivering compliant, accessible, comfortable and attractive workplaces.

As our Deputy facilities Manager you will take day-to-day ownership for the smooth running of facilities management on site, including tenant liaison, meeting room management, cleaning, security, repairs and maintenance, etc.

In this role you will work closely with and deputise for the Facilities Manager, when required.

What you will be doing

Facilities Management

Ensure statutory and non-statutory compliance testing and checks are completed to guarantee the site is clean, safe, secure, well presented and fully stocked, taking corrective action when required.

Resolve minor maintenance issues and undertake planned maintenance tasks where possible and safe to do so.

Manage the activities undertaken by contractors in accordance with HE’s policies to ensure safe working practices are followed as set out in RAMS, provided in advance of work taking place.

Carry out fair and accurate, checks and audits of the performance of contractors and provide constructive feedback to the contractors.

Proactively manage the progress of all site maintenance issues to ensure they are resolved as swiftly as possible.

Ensure security arrangements are in place at all times, including the correct implementation of access passes, keys, alarms, security equipment and guarding.

Ensure there is adequate cover and carry out concierge duties when required.

Manage the Site CAFM system and ensure all information is accurate and up-to-date.

Carry out building inductions for colleagues, visitors, tenants and contractors.

Facilitate small office moves when required to do so.

Ensure meeting room bookings are administered efficiently and that rooms are neat, tidy and equipped as advertised for each booking.

Monitor the use of office space and suggest ways to improve it.

Ensure FM operations are conducted in a way to limit HE’s negative impact on the environment.

Health & Safety

Ensure all routine checks on our CAFM system are carried out and outstanding actions are rectified.

Ensure accidents and incidents are recorded on our CAFM system, are investigated and any remedial actions completed as quickly as possible.

Contribute to the completion of risk assessments, highlighting any significant changes to site or work activities.

Work closely with the Facilities Manager to ensure the Integrated Emergency Response Plan (IERP) and Business Continuity Plan (BCP) are fully embedded across site.

Monitor and arrange training for colleagues to ensure that there are enough qualified first aiders on site to meet the minimum number specified in the First Aid Risk Assessment.

Monitor and arrange training for colleagues to ensure that there are enough qualified incident wardens on site to ensure the IERP can be implemented effectively.

Act as Incident Manager/Deputy Incident Warden in the event of an emergency.

Communications

Work closely with all other members of the site team to share information and good practice.

Liaise effectively with onsite stakeholders including the site ‘Responsible Person’, EHT colleagues, tenants, colleagues, etc.

Communicate openly with other HE departments, keeping abreast of key departmental or organisational developments and find ways to work more effectively together.

Ensure emailed site-wide communications are always accurate, concise and timely.

Ensure procedure manuals for FM services on site are in-place, accurate, and up to date.

Participate in all site meetings with internal and external stakeholders, and also al regular contractor performance review meetings representing the FM department. Lead these meetings when required to do so by the FM.

Customer Service

Champion the facilities management department by providing excellent customer service at all times.

Ensure a consistent approach to facilities management is applied.

Respond quickly and fully to all enquiries.

Budgets and Contracts

Provide annual budget estimates for the site FM capital and revenue budgets.

Monitor contract expenditure and stay within budgetary constraints.

Follow financial and procurement processes relating to new contracts, setting up new suppliers and invoice approvals in accordance with Historic England’s policies as a publicly funded organisation.

Protect HE’s financial position through robust contract management by managing their performance through the monitoring of Key Performance Indicators (KPIs).

Investigate costs for ad hoc equipment and furniture as required.

Monitor the performance contractors to ensure standards are met.

Record and administer any internal recharges.

Who we are looking for

• Knowledge of Compliance, statutory and non-statutory testing and checks

• Knowledge of Health and Safety, routine checks and recording, Risk Assessments and RAMS

• Good communication and team working skills

• Provide excellent and thoughtful customer service

• Knowledge of Finance and Procurement processes, budgets, KPIs and contractor performance

We are an equal opportunity employer which values diversity and inclusion. If you have a disability or neurodiversity, we would be happy to discuss reasonable adjustments to the job with you. Having just won the Gold Award from MIND, we also recognise the importance of a healthy work-life balance.

We are an inclusive employer and believe that flexible working options are for everyone. We want to make sure our working arrangements don’t prevent anyone from joining us because of their personal circumstances. We also want to provide you with the best balance in your home and work life that we can.

We are open to considering options including job sharing, part-time working, compressed hours working and different working locations, including hybrid working. Please visit our jobs pages or contact us to find out more.

Why work for Historic England

We offer a wide benefits package including a competitive pension scheme starting at 28% contributions, a generous 28 days holiday, corporate discounts, free entry into English Heritage sites across the country and development opportunities to ensure you achieve your goals.

We are committed to promoting equality of opportunity for everyone. Diversity helps us to perform better and attract more people to support our work. We welcome and encourage job applications from people of all backgrounds.

We particularly encourage applications from Black, Asian and Minority Ethnic candidates and candidates with disabilities as they are underrepresented within Historic England at this level.

Historic England want all of our candidates to shine in the recruitment process. Please tell us what we can do to make sure you can show us your very best self. You can contact us by email at recruitmentTeam@Historicengland.org.uk if you have any recruitment queries. 

To ensure a fair and inclusive recruitment process for everyone the use of AI or automated tools is not permitted.

Interview dates: 15th May 2024 - London

Please follow the link for a full copy of the Job Description –

https://historicengland.org.uk/media/xvmkazyi/deputy-facilities-manager.odt