City and County of Swansea Dinas A Sir Abertawe
J O B D E S C R I P T I O N
DEPARTMENT:
Regeneration & Housing
DIVISION/SECTION/UNIT: Corporate Building & Property Services – Facilities
Management
TITLE: Senior Management & Compliance Officer
POST NO: RGBS62351-V3 GRADE: Grade 8
RESPONSIBLE TO: Principal Buildings & Facilities Officer
1. MAIN PURPOSE OF JOB/JOB SUMMARY/OVERALL OBJECTIVE
1.1 Providing facilities management support to the Facilities Management Section.
1.2 Assisting with the provision of a comprehensive Facilities Management Support Service to all Directorates in the City & County of Swansea. 1.3 Effectively contribute to the processing of a varied workload providing
technical advice and assistance to Responsible Persons within the Authority’s Public Building portfolio concerning Facilities Management.
2 SUMMARY OF MAIN DUTIES/KEY TASKS OF THE POST
2.1 To provide appropriate support to the Facilities Management Section. 2.2 To respond to requests from all Authority Premises in providing
appropriate advice regarding Facilities Management related issues. (Telephone and written requests.)
2.3 Respond to emergency work as appropriate, related to Facilities Management issues, e.g. any premises related emergencies, examples being security, grounds maintenance (storm damage), catering (equipment failure), as and when they arise, including issues arising via Insurance claims etc.
2.4 The preparation of appropriate documentation in relation to Facilities Management Contract provision, in line with the Authority’s Accounting Instructions and Contract Procedural Rules.
2.5 Providing a Compliance role in ensuring compliance is met in relation to the contracts in place with the Authority’s Education Department and in house contractors.
2.6 Inspection and monitoring of the service provision of such contracts. 2.7 To provide and fulfil a service level agreement to Schools.
2.8 To liaise with other technical colleagues, customers and councillors regarding buildings maintenance/remedial works.
2.9 Manage individual Revenue Maintenance projects and schemes in relation to the Authority’s building portfolio and assist senior officers with the co-ordination of all buildings revenue maintenance work.
2.10 Coordination and Project Management of schemes impacting upon Facilities Management.
2.11 Produce relevant budget reports in relation to this expenditure for Senior Managers.
2.12 To assist and offer specific, service related expertise in relation to Capital Schemes within the Authority.
2.13 Responsible for management and monitoring of the specific centralised, service related Facilities Management budgets.
2.14 Represent Site Managers/Responsible Persons in relation construction projects which impact upon the Client responsibilities under Construction, Design and Management Regulations for non-notifiable schemes or projects.
2.15 To oversee management and compliance concerning Facilities Management within the Authority’s Public Building portfolio to meet the Councils policy and legislative requirements, examples being legislation impacting on (commercial kitchens).
2.16 To facilitate site and progress meetings in relation to building works and repairs.
2.17 To manage the maintenance of all School kitchens, including advising on equipment repairs and purchase. The coordination of day to day repairs and the development and implementation of a refurbishment programme to ensure Compliance within current and relevant Legislation.
2.27 To identify and project manage all new development and systems in kitchens to ensure a quality and a continually improving service for the provision of meals to pupils staff and others
2.28 To ensure compliance of all School kitchens with current Legislation, e.g. Food Hygiene/Health & Safety, Gas Certificates, Electrical testing, Extraction Duct work, etc.
2.29 To design any new or refurbished kitchens and provide technical direction for the development of any new or refurbished kitchen facilities in new and existing Schools to include the specification of all the specialist equipment, ordering and installation of all specialist equipment, fixtures and fittings.
2.30 To provide technical advise to other departments on design specification of kitchen equipment
2.31 To Manage and define the provision of equipment and building fabric to ensure appropriate standards are maintained to enable the Catering Department to provide a Service. To specify and purchase any specialist replacement equipment and redesign where necessary. 2.32 To evaluate and score contracts procured by the Authority via the
tender process.
2.18 Compilation, monitoring and updating of information relevant to the Section.
2.19 To Manage the Client catering Budget to includes the management of a financial system to reconcile all monies banked by individual Schools for paid meals, and to reconcile all free meals. The reconciliation of financial returns from Schools. To include the collection of any bad debts. To provide support and advise to Headteachers when required. 2.23 To Act as Lead Officer as the Free Breakfast Coordinator for the City
and County of Swansea and to manage the grant, including the reconciliation of all numbers and financial information/systems. Submission of the grant to WAG. To provide advise and support to Headteachers as and when required.
2.24 To Manage the verification of Free School Meals for all applicants within the City & County of Swansea and also to provide advise to individual members of the public and Schools. To ensure maximum uptake which ensures maximum RSG is claimed from the Welsh Assembly for the Authority as a whole.
2.25 To provide school meals statistics to inform the process of delegated budgets and any benchmarking associations such as APSE.
2.26 To take part in projects such as implementation of paying on line for School Meals, the introduction of cashless tills into Secondary Schools.
3. GENERAL DUTIES
3.1 To assist in the development of initiatives, e.g. Investors in People; Performance Management and Appraisal; Continuous Professional Development, etc.
3.2 To ensure that all activities are operated in accordance with Equal Opportunities.
3.3 This post is not politically restricted in accordance with the Local Government and Housing Act 1989.
3.4 The Authority retains the right to implement changes in job descriptions to reflect changes in the demands of the post and this will be done in consultation with you.
3.5 This Job Description is as it is and is subject to review in discussion with you as part of the Review and Development process.
3.6 You will also be required to undertake any other duties, commensurate with the level of the post.
4. HEALTH & SAFETY RESPONSIBILITIES
3.7 To undertake the Health and Safety responsibilities within the HASAWA 1974.
3.8 Employees have a duty of care;
i) to take reasonable care for the health and safety of both themselves whilst at work and of other persons who may be affected by their acts or omissions (by what they do or do not do).
ii) to co-operate with the employer so as to enable the duty imposed on them to be performed or complied with.
iii) not to interfere with, or misuse, anything provided for their health, safety or welfare.
CRIMINAL RECORDS BUREAU
The Criminal Records Bureau (CRB) has been introduced as a result of Part V of the Police Act, 1997 and will replace the current system of police checking (see attached notes). It should be noted that this post requires an Enhanced level of disclosure. Further information about the Disclosure Scheme is available at
www.disclosure.gov.uk or by contacting the CRB Unit at the Guildhall, Swansea SA1 4PE.
REVIEW DATE/RIGHT TO VARY
This Job Description is as currently applies and will be reviewed regularly as part of the Performance/Appraisal process, and may be subject to other variance. You may be required to undertake other tasks that can be reasonably assigned to you which is within your capability and grade.
SIGNATURE OF EMPLOYEE SIGNATURE OF LINE MANAGER
Signed: ... Signed: ...
Name: ... Name: ...
Date: ... Date: ...
THANK YOU FOR APPLYING FOR A POSITION WITH THE CITY & COUNTY OF SWANSEA
Please note that this Department does not
a) acknowledge receipt of application forms and b) regret unsuccessful applications
Therefore, as the normal recruitment and selection process can take up to six weeks, if you have not heard from us by this time, you should consider your
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P E R S O N S P E C I F I C A T I O N
POST TITLE: Facilities Officer – Management & Compliance
DEPARTMENT: Regeneration &
Housing
SECTION: Corporate Building
Services – Facilities Management Section
REQUIREMENTS FOR SAFE AND EFFECTIVE PERFORMANCE EDUCATIONAL
QUALIFICATIONS:
Candidates should possess an appropriate
academic/professional qualification.
TECHNICAL COMPETENCE:
Candidates must possess the appropriate level of technical competence in the work related skills involved in the post.
EXPERIENCE: Candidates must be able to demonstrate professional
competence and be capable of handling a substantial workload.
Candidates should have relevant experience in Facilities Management and knowledge of Premises Management, including legislation impacting upon Premises Managers. Proven relevant experience in budget management and reporting.
Candidates must have experience in the use of the procurement and financial systems
Possess experience and a technical aptitude towards construction related activities.
Knowledge and experience of Health & Safety.
Experience of Financial and Contractual Procedure Rules. Candidates must have experience in relation to Commercial Kitchens and the legislation which impact upon this.
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SKILLS AND ABILITIES:
Postholders for this post should already have a number of key skills and abilities which will enable him/her to carry out the duties effectively:-
1. Good interpersonal skills with the ability to sustain relationships with a wide variety of people.
2. Excellent communication skills both written and oral. 3. An ability to work effectively with IT systems, such as,
the Authority’s General ledger and ISIS system, Word, Excel, e-mail.
4. An understanding of the roles of Council Members and the procedures of Local Government.
5. Good analytical skills evidenced by the ability to solve problems and make appropriate decisions and recommendations.
6. The ability to be flexible, confident and self-motivated and able to progress jobs to timely completion.
7. The ability to work effectively as a member of the team.
8. To be able to work unsupervised.
9. To be able to interpret legislation that impacts upon building management.
10. Be able to interpret and understand information of a technical nature.
COMMITMENT TO EQUAL
OPPORTUNITIES:
Candidates should have knowledge of the Council's Equal Opportunities Policy, and an appreciation of how the policy affects Council procedures and practices.
SPECIAL
REQUIREMENTS:
Candidates should hold a current, full UK driving licence. Use of own car for which the post holder must be
appropriately insured for business purposes
