Head of Facilities, Cardiff

Who are we? We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within education, social care, domiciliary care and the pharmaceutical sector, from a network of offices across the UK. We have recently been recognised for our fantastic business achievements across a number of awards: Finalists for Business Services Business of the Year and Employer of the Year – South Wales Business Awards 2024 Finalists for Best In-House HR Team and Excellence in HR – CIPD HR Wales Awards 2024 Winner of Best Employer, and Finalists for Best People Services, Best Business Services and Best Sustainability – Cardiff Life Awards 2024 Winner of Best Technology and overall, Platinum Award Winner (Checks Direct) – Cardiff Life Awards 2024 Highly commended for Skills Development – IOD Wales Awards 2024 Finalists for Best Temporary Recruitment Agency, Recruitment Agency of the Year 100+ employees and Most Effective Compliance Operation – Recruiter Awards 2024 Finalists for Scale-Up of the Year and Team of the Year (Checks Direct) – Fintech Wales Awards 2024 Finalists for Best Technology (Checks Direct) – EntreConf Awards 2024 Finalists for The Employer of the Year, Mid-Market Business of the Year Award and Family Business of the Year Award – Lloyd’s Bank British Business Excellence Awards 2024 Finalists for Temporary Recruitment Company of the Year and Best Recruitment Company to work for (£50m to £100m) – TIARA Awards 2024 Finalists for Employer of the Year, Financial & Professional Services Business of the Year and Technology Business of the Year – Cardiff Business Awards 2024 Job purpose: We are seeking a proactive and experienced Head of Facilities with a strong background in facilities management who is eager to take on the exciting challenge of managing and growing our business centre. This role offers a unique opportunity to not only manage all aspects of facilities, but also to develop and expand our business centre operations. The ideal candidate will have a passion for driving growth, building client relationships, and delivering exceptional service, with support provided to develop the necessary business centre management skills. Main duties: Provide strategic direction for the office and facilities function Manage all office related administrative tasks and associated requirements Responsible for overall management of Lambourne House business centre to include sales of the various workspaces; office space, coworking, event space hire and meeting rooms. Responsible for overseeing future developments of Lambourne House and associated increased premises offerings Ensure the delivery of FM services to a high standard. Identifying opportunities that will continuously improve all aspects of FM operations and deliver improvements, efficiencies and cost savings Ensure full compliance with all relevant FM legislation and regulations Focus on quality-of-service delivery, ensuring best practice Lead the Energy Management and Environmental/Sustainability focus for FM Support the development of FM contracts and contractor management Contribute to FM Procurement strategy and benchmarking projects Responsibility for the delivery of FM Helpdesk services and systems Ensure records are created and maintained for buildings (site logbooks) to demonstrate full operational procedures are followed and legislative compliance as appropriate Property Management; working with SMT, Finance, Legal and Commercial Heads on service charges, rates, and lease requirements Fleet Management; working with SMT, Finance, Legal and Commercial Heads regarding fleet requirement, procurement, and maintenance Manage office space utilisation and continuously develop “ways of working” Lead and develop the management of on/off site storage requirements Management and reporting of Facilities budgets supported by Finance business partner Assess and forecast financial performance, including comparison of actuals to budget, consider outlook and manage activity to deliver agreed financial outcomes Analysis of all facilities related data to identify areas of concern and implement improvement methodologies; produce relevant and structured MI and reports Organise and chair weekly operations meetings and ensure all objectives and requirements are clearly communicated across the team Provide training, coaching and development for the team and the wider organisation, including the provision of regular legislative updates to SMT Review and keep the Business Continuity Plan and arrangements up to date, fit for purpose and regularly tested Main responsibilities: Required to motivate, develop and lead a brilliant team and build great relationships with external suppliers (including catering, cleaning, storage, utilities, real estate, car fleet etc.) making sure contracts are well managed and issues are escalated and resolved as appropriate. You’ll also have a great network in the facilities industry. Planning and scheduling the team onto projects, delegating and bringing insight into ways to prioritise and smooth demand so that you make the best use of the skills your team have. Must be able to build trust and confidence through open communications and informing colleagues about issues that will affect their role. Maintain the safety management system for contractors, including induction processes, permits to work, CDM Site Safety Plans etc. Assist with the Quality Management process for appointing and managing suppliers and contractors Managing all statutory certification Responsible for compliance with all relevant legislation, and processes, policies, and procedures Responsible for taking reasonable care of your own health and safety and ensuring that you take reasonable care not to put other people (including fellow employees and members of the public) at risk by what you do or do not do in the course of your job Responsible for safeguarding assets within your control and possession, including but not limited to hardware, software, systems, or information, and to report any suspected breach in security without delay, to the relevant personnel as required Responsible for the non-disclosure of any confidential information and/or trade secrets of the Company to third parties and/or the misuse of any confidential information and/or trade secrets of the Company for your own purpose/benefit Responsible for establishing, maintaining, and developing excellent working relationships with colleagues within your department and the wider Company Responsible for delivering exceptional levels of customer service; both to internal and external customers Responsible for communicating with people in a respectful, courteous, and professional manner at all times. Educational/qualification attainments: Bachelors or Masters degree in Facilities Management, Engineering, Building Management or Property Management or related field Valid qualification in health & safety (NEBOSH, IOSH) Fire safety Full UK Driver’s License Knowledge, skills and experience: Extensive senior Facilities Management experience gained in comparable environments A full understanding of statutory legislation as it relates to facilities management Experience in managing multiple complex projects simultaneously Ability to find pragmatic solutions and adapt to changing situations Demonstrable knowledge of the full spectrum of facilities management functions, including contract management, tendering, business development, continuity planning, and hospitality services Experience of negotiating and procuring facilities management service contracts based upon best practice principles, with an understanding and working knowledge of performance measurement techniques within the current facilities management market Experience of diligently managing customer relationships within organisations and with managing and recommending improvements to SLA’s with customers and facilities service providers Leadership skills with proven experience of leading, supporting and mentoring teams Ability to present information, verbally and in writing, in a clear, persuasive and concise manner to a wide range of stakeholders Experience of the management of facilities management and capital revenue budgets The ability to communicate effectively and professionally with colleagues, contractors and key stakeholders Ability to delegate where necessary and appropriate but equally ‘roll-up sleeves’ to accomplish key requirements as well Experience in FM within a professional environment, at a Senior Manager level within a corporate setting Demonstrable thorough up-to-date knowledge of risk management, current licensing, H&S and disability/access legislation, and the ability to apply these pragmatically through appropriate policies and procedures CDM Regulations Proficient user of Microsoft Packages Excellent IT skills – including Excel and Word at advanced level Personal qualities: Excellent interpersonal skills with proven ability to work collaboratively Able to find pragmatic solutions and adapt to changing situations Able to maintain the highest levels of confidentiality and data security Able to make effective decisions using available data and information Able to manage conflicting demands and prioritise effectively High levels of accuracy and attention to detail Excellent analytical skills Highly organised Reliable and trustworthy, with a high level of integrity What we offer: Fantastic employee benefits including: A flexible working environment, with the opportunity for hybrid working Health Cashback scheme Private Medical Insurance Life Assurance of 4 x salary Pension Salary Sacrifice Scheme A generous annual leave entitlement of 28 days holiday plus bank holidays (rising to 30 days holiday after two years’ service) Opportunity to purchase additional annual leave through salary sacrifice A day off for your birthday A Giving Back day – to offer your services to the local community Electric Vehicle Salary Sacrifice Scheme (subject to qualifying eligibility criteria) Cycle to Work Salary Sacrifice Scheme (subject to qualifying eligibility criteria) Opportunity to join our 3% interest Christmas savings scheme Employee referral scheme; you can earn between £250 and £500 for each successful referral into the business Regular social, health and well-being events Free on-site parking On-site Gym Job Specification #J-18808-Ljbffr